QuickBooks Optimization

We're looking for a volunteer to improve our finance workflows and use of Quickbooks! We need someone to get into the details with us. Our current setup is inefficient and clunky. You'll spend 30-40 hours with us over 6-8 weeks, reviewing our procedures and advising us how to streamline or change our handling of bills, transaction matching, Quickbooks classes/tags, budget creation, report generation, reconciliation, vendors, linkages to PayPal and Wise, automated data imports, and payroll workflows. We also would like advice on preparing for our first external audit, which we hope to do late in 2025.

Ideally, you have experience with organizations that receive some US Federal Government grant funding, handle several thousand transactions per year in sales (domestic and international clients paying via bank transfer, checks, PayPal, and Stripe), and pay international contractors (in USD) using Wise.

In our first meeting, we'll share a detailed description of our existing financial record-keeping and reporting systems, and pressing questions. In phase one of the project, you'll review our current workflows, identify risks and inefficiencies, and suggest detailed changes. In phase two, you will advise us on a staffing model going forward for accounting, bookkeeping, and basic operational admin.

This project is a very high priority for us. Our previous pro bono accounting advisor has stepped down due to deteriorating health, and we'd like fresh eyes on how to professionalize and streamline the workflows, and how to hire staff for these tasks moving forward. The success of this project will allow our organization to grow even more, with greater confidence in our financial structure, and better inform our Board with routine standardized reports and budgets.

We have documented our current workflows and challenges. We have basic training in Quickbooks. We will designate a member of our team who will manage the volunteer and the project.