Part-Time QuickBooks Online Bookkeeper (Two U.S. LLCs)

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: TYPE OF WORK

Part Time

: SALARY

$12/hour

: HOURS PER WEEK

3

: DATE UPDATED

Oct 15, 2026

JOB OVERVIEW

Rate: $12 USD per hour. This rate reflects that we're hiring for experience. If you're early in your bookkeeping career, this role isn't the right fit yet.
Hours: About 12 hours per month, worked in two scheduled windows
Schedule: Flexible hours. You set your own time as long as each deadline is met
Time tracking: All work is logged in Time Doctor (required)
Reports to: Brett Williamson, Founder and CEO of Ad Genius

ABOUT US
Ad Genius is a boutique digital marketing agency based in Phoenix, Arizona. We help established home service companies (HVAC, plumbing, electrical, roofing and more) keep their phones ringing and their crews working. We have an established specialist team in the U.S., Canada and the Philippines, and we value people who own their work and communicate clearly.

You will keep the books for two U.S. companies: Ad Genius LLC, and a second, very low-volume LLC for a vacation rental that takes about an hour a month.

THE ROLE
We are looking for an experienced bookkeeper who can take full ownership of our monthly books in QuickBooks Online. This is not data entry. We want someone who can reconcile every account to the penny, spot problems before we do, and deliver a clean, on-time close without being told what to do next.

MONTHLY SCHEDULE (ABOUT 12 HOURS)
- By the 21st (about 4 hours): categorize and review transactions for the 1st through the 15th of the current month, match Stripe payouts to invoices, and flag anything unclear.
- By the 6th (about 8 hours): categorize the 16th through month-end, reconcile all bank and credit card accounts to their statements for both companies, tie out payroll, and send the monthly reports.

All deadlines are U.S. Arizona time (MST, which does not change for daylight saving). The first month will include extra paid hours for setup and cleanup.

WHAT YOU WILL DO
- Categorize transactions accurately using our chart of accounts and bank rules
- Reconcile all bank and credit card accounts to their monthly statements
- Match Stripe payouts to customer invoices, recording gross sales, processing fees, and net deposits correctly
- Record and tie out payroll for our U.S. employees
- Record payments to contractors in the U.S. and abroad, and keep U.S. contractor records ready for year-end 1099 filing
- Keep the two companies completely separate, and flag any transaction that crosses between them instead of guessing how to record it
- Send a monthly P&L, balance sheet and reconciliation summary for each company by the 6th
- Track your time in Time Doctor by company and by pass, and ask before going over the 12-hour monthly cap

TIME TRACKING (NON-NEGOTIABLE)
We use Time Doctor for every hour worked on our companies. It records active time and activity while you work, so we can both see that paid hours went to focused work on our books. This is how we keep things fair, clear and simple:
- Only time tracked in Time Doctor is paid
- Time Doctor runs whenever you work on our books, and only then
- Each session is focused on our companies. Please do not work for other clients while tracking our time
- Please keep personal browsing and unrelated apps closed while tracking

If you are not comfortable working with Time Doctor, this role is not the right fit, and we would rather you know that up front.

REQUIREMENTS
- 3 or more years of bookkeeping for U.S. small businesses, including at least 2 years hands-on in QuickBooks Online
- You currently own the full month-end close (reconciliations through financial statements) for at least one U.S. business
- Degree in accounting or a related field
- Strong, current command of QuickBooks Online, including reconciliations and bank rules
- Experience reconciling Stripe or a similar payment processor
- Experience keeping books for more than one company or entity
- Clear written English and the habit of asking good questions in writing
- Proven record of meeting monthly deadlines without reminders
- Willingness to track all work in Time Doctor
- Reliable internet and a secure, private work setup

STRONGLY PREFERRED
- QuickBooks Online ProAdvisor certification
- Accounting degree or CPA (Philippines)
- Experience with U.S. payroll entries and 1099 contractor tracking
- Experience with service businesses or marketing agencies
- Prior experience working with Time Doctor or a similar time tracker

HOW WE WORK
- Async first. Most communication happens in writing in Slack, so you do not need to match U.S. hours
- You will have your own QuickBooks Online login with access limited to what the job needs. We never share bank logins
- Clear expectations, a monthly checklist you own, and on-time pay for every tracked hour
- Long-term role for the right person, with room to grow as our needs grow

HOW TO APPLY
Start your application with the word RECONCILED so we know you read the full post. Applications without it will not be reviewed. Then answer these questions:
1. How many years have you used QuickBooks Online, and are you a certified ProAdvisor?
2. Briefly describe how you would record a Stripe payout of $4,850 that came from $5,000 in invoices.
3. Your bank account is $212.40 off from the statement at month-end. Walk us through how you find the difference.
4. How many companies do you currently keep books for, and how do you manage their deadlines?
5. Can you commit to the 6th and 21st deadlines every month?
6. Have you worked with Time Doctor or another time tracker before, and are you comfortable using it for all work on our companies?

Shortlisted candidates will complete a short, paid QuickBooks Online skills test before a final interview.

SKILL REQUIREMENT

Accounts Reconciliations Quickbooks Bookkeeping

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Part-Time QuickBooks Online Bookkeeper (Two U.S. LLCs)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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