Bookkeeper & AR Specialist | Marketing Agency.

Accountabilities:

Manage the complete accounts receivable and invoicing cycle, ensuring all client invoices are prepared and issued accurately and on schedule.
Run recurring invoicing through Stripe every four weeks, billing clients in advance according to their contractual agreements.
Calculate variable client fees based on contract terms and advertising spend reports, carefully validating all amounts before invoices are issued.
Monitor incoming payments and proactively follow up on overdue invoices every three business days using established collection procedures.
Escalate unresponsive clients and delayed payments when necessary to improve collection timelines and maintain healthy cash flow.
Apply incoming payments to the appropriate invoices and maintain accurate accounts receivable records and aging reports.
Maintain and update billing trackers, documenting payment statuses, collection actions, follow-ups, and outstanding balances.
Manage bookkeeping activities in QuickBooks Online, including bank and credit card reconciliations, accounts receivable, and accounts payable.
Perform monthly financial closing activities, ensuring accurate and organized records for review by the external accountant or CPA.
Investigate and resolve discrepancies between invoices, incoming payments, and bank transactions.
Set up new clients in Stripe, including payment links, subscriptions, and billing information, ensuring consistent and accurate invoicing.
Prepare final invoices and manage billing arrangements for departing clients.
Support contract administration through DocuSign and ensure billing terms are properly documented.
Develop, document, and continuously improve financial procedures, trackers, and internal workflows to support business growth and operational efficiency.
Communicate daily financial updates, payment issues, and collection priorities to the Operations Manager and relevant stakeholders through Slack and other communication channels.
Requirements:
Bachelor's degree in Accounting, Finance, or a related field.
At least 3 years of professional experience in bookkeeping, billing, accounts receivable, or a similar financial operations role.
Demonstrated experience managing invoicing and collections for multiple active clients, ideally dozens of recurring accounts.
Proven experience handling the complete billing-to-cash cycle, including invoice preparation, payment tracking, collections, payment allocation, and reconciliation.
Practical experience calculating invoices based on advertising spend, usage-based fees, variable pricing, or specific contractual terms.
Strong working knowledge of QuickBooks Online, including bank and credit card reconciliations, chart of accounts, accounts receivable, and accounts payable.
Proficiency in Excel and experience creating or maintaining billing trackers, payment records, and accounts receivable aging reports.
Demonstrated ability to maintain accurate financial documentation, including dated follow-up records and clear notes on collection actions.
Experience managing structured collection schedules, escalating overdue payments, and investigating discrepancies between invoices, payments, and bank transactions.
Strong written and spoken English skills, with the ability to communicate professionally through client emails, daily updates, and meetings with international stakeholders.
Excellent attention to detail, accuracy, and organizational skills, particularly when handling financial data and variable billing calculations.
Ability to work independently, manage recurring deadlines, prioritize competing tasks, and take ownership of financial processes in a fast-growing environment.
Proactive mindset with strong problem-solving abilities and a commitment to developing efficient financial procedures.
Nice to have:
Hands-on experience with Stripe, particularly subscriptions, recurring billing, payment links, and failed payment management.
Familiarity with Mercury or other online business banking platforms.
Previous experience issuing invoices in USD or working with US-based clients.
Experience with multi-currency bookkeeping and bank reconciliations.
Previous experience supporting marketing agencies, digital businesses, or other service-based companies.
Familiarity with DocuSign and digital contract administration tools.
Benefits:
Competitive compensation: Estimated monthly salary between USD 1,000 and USD 1,500, depending on experience and qualifications.
Fully remote work: Work remotely from Brazil or other eligible Latin American locations.
Flexible remote environment: Collaborate with an international team while working remotely.
Paid time off: Access to paid leave.
Professional ownership: Take responsibility for essential financial operations and help establish processes as the business grows.
Direct collaboration: Work closely with the Operations Manager and company leadership.
Career development: Gain valuable experience in financial operations, accounts receivable, and bookkeeping within a growing digital marketing business.
Employment type: Full-time independent contractor.
Working hours: Full-time schedule aligned with US Eastern Time.