Full-Charge Bookkeeper — QuickBooks Desktop, Multi-Entity, Inventory (Long-Term, Full-Time)

We’re a US dietary supplement manufacturer based in Texas, looking for an experienced full-charge bookkeeper to own the day-to-day books across multiple company files. This is a long-term role, not a one-off project. We want someone who stays for years.
The work
• Full AP and AR across several company files
• Prepare the weekly check run and submit it for approval, then produce the approved checks in our electronic check-writing system
• Prepare credit card payments, submit them for approval, and process them with the vendor once approved
• All reconciliations — bank, credit card, every balance sheet account, intercompany, inventory sub-ledger to the general ledger, and payroll liabilities. Driven to completion, not left with unexplained differences.
• Intercompany transactions between related companies — keeping due-to/due-from in balance
• Inventory: item costs, builds and assemblies, reconciling the sub-ledger to the general ledger
• Fixed assets, capitalization, and depreciation schedules
• Month-end close and monthly consolidated financial statements — individual statements for each company plus a consolidated set across all entities, including intercompany eliminations, delivered on a fixed monthly schedule
• Payroll entries and reconciliation to the payroll provider’s reports
You prepare, we approve. Every check run and card payment is reviewed and authorized on our side before anything goes out. You will not have unilateral payment authority.
Tax filings and CPA coordination
This part of the role matters as much as the bookkeeping, so please address it in your proposal.
• Own the tax calendar across every entity. Track every deadline, work backward from it, and get each filing completed and submitted on time. On-time filing is the part of this job we will not compromise on.
• Texas sales and use tax — prepare and file returns with the Texas Comptroller on our filing schedule
• Business personal property — prepare the annual rendition for the Tarrant Appraisal District, and track property tax notices, valuations, and payment deadlines
• Texas franchise tax — assemble what’s needed for the annual report
• Be the point of contact with our outside CPA — pull and send work papers, answer their questions, track open items, and keep year-end from becoming a scramble
• Administrative and entity-structure work — sales tax permits, state registrations and renewals, registered agent correspondence, account and EIN setup when we add a company, and keeping every entity in good standing as the structure changes
• Respond to notices from tax and government agencies, and escalate anything that needs a decision
Our setup — please read this carefully
• We run QuickBooks Desktop Enterprise with inventory, assemblies, fixed assets, and multiple company files.
• You will work in our system through remote desktop. You need a connection that can hold a stable RDP session all day, every day.
• We are migrating to QuickBooks Online by the end of this year, and you will be part of that migration — mapping the chart of accounts, validating inventory and fixed-asset balances, and making sure nothing breaks in the move. If you have done a Desktop-to-Online migration before, say so clearly in your proposal. It is the single thing most likely to move you to the top of our list.
• Our procedures are documented — there’s an SOP or a cheat sheet for most recurring work. We’re still improving them, so good questions are welcome.
What we need from you
• 4+ years of full-charge bookkeeping for US companies
• Strong QuickBooks Desktop experience — Enterprise, inventory, and multiple company files. Not just QuickBooks Online.
• Hands-on intercompany and multi-entity experience. This is where most candidates fall short, so be specific.
• Experience producing consolidated financial statements with intercompany eliminations. Tell us how many entities and how you built the consolidation.
• Strong Excel. QuickBooks Desktop does not truly consolidate across company files, so our consolidation and eliminations are built outside it.
• Working knowledge of US GAAP fundamentals: accruals, prepaids, deferrals, capitalization, depreciation
• Experience preparing US state sales tax filings. Texas is a strong plus, but any state shows you understand how these work.
• Experience preparing check runs and electronic payments for approval. We will train you on our check-writing system, but you should already understand the prepare-review-release cycle.
• Experience with entity administration — registrations, permits, renewals, and keeping multiple companies in good standing
• Comfortable corresponding directly with a US CPA firm in writing — professional, clear, and responsive
• Excellent written English
• Reliable power and internet, with a backup plan for outages
• Available 8:00 AM to 5:00 PM US Central Time, Monday through Friday. This is not a flexible-hours role — we need you online and reachable during our business day.
Please be clear-eyed about what that means in Philippine time. It is a night shift: roughly 9:00 PM to 6:00 AM, shifting to 10:00 PM to 7:00 AM from early November through mid-March when the US moves off daylight saving time. The Philippines does not change clocks, so your hours will shift by one hour twice a year. Only apply if you can hold this schedule consistently and long-term.
Nice to have
• QuickBooks Desktop-to-Online migration experience
• Texas filings specifically — sales and use tax, franchise tax, or business personal property renditions
• Manufacturing, inventory, or distribution clients
• QuickBooks ProAdvisor certification
• Experience with a dietary supplement, food, or cGMP-regulated client
The arrangement
• Full-time, 40 hours per week, Monday through Friday, 8:00 AM – 5:00 PM US Central Time
• Long-term — we want someone who stays for years
• Hourly, tracked through the platform, paid weekly
• Independent contractor
We’d rather pay well for someone who can genuinely handle inventory and intercompany than pay less twice. Those two areas are exactly where our previous hires fell short.
To apply
Start your proposal with the word RECONCILED so we know you read this posting. We read every proposal that starts with RECONCILED. We don’t read the ones that don’t.
Then answer these three briefly — a few sentences each is plenty:
1. Describe a multi-entity or intercompany setup you’ve worked on. How many companies, and how did you keep them in balance with each other?
2. Your inventory sub-ledger says $412,000. The general ledger inventory account says $398,000. What are the first three things you check?
3. Have you done a QuickBooks Desktop to Online migration? If yes — what broke, and how did you handle it?
Please also tell us: your hourly rate, confirmation that you can work 8:00 AM – 5:00 PM US Central Time every weekday, your internet and power backup setup, and which US state tax filings you have prepared — name the states and the filing frequency.