Bookkeeper/ Invoicing

Full Job Description

Down to Earth Cuisine is an organic meal prep and delivery company serving multiple U.S. markets. We are seeking a highly detail-oriented Virtual Assistant / Financial Operations Specialist to support our internal financial processes.This role works directly with ownership and our operations team to ensure invoices are created accurately, payments are recorded correctly, weekly financial summaries are prepared, and payroll hours are tracked with precision. The ideal candidate thrives in structured systems, follows SOPs carefully, and understands the importance of financial accuracy in a growing service-based business.You will manage recurring invoicing, reconcile client payments, prepare weekly client revenue reports, and verify payroll hours for kitchen and delivery staff. Your work directly supports operational clarity, cash flow management, and leadership decision-making across multiple business lines.This position requires strong English communication skills, high attention to detail, and availability during overlapping U.S. business hours.

Job Responsibilities

Create and send accurate weekly client invoices across multiple service types

Record and reconcile all incoming payments (ACH, credit card, checks, etc.)

Track and follow up on outstanding balances

Prepare weekly financial summary reports (revenue, payments received, outstanding invoices)

Maintain organized digital records of invoices and transactions

Verify and track employee payroll hours before payroll processing

Cross-check payroll hours against schedules and approved timesheets

Update and maintain financial dashboards in Google Sheets or Excel

Identify discrepancies and proactively flag issues to leadership

Follow established SOPs and suggest improvements for efficiency

Attend weekly operations meetings and present financial updates

Support quarterly reporting preparation as needed

Job Requirements

3+ years experience in bookkeeping, accounting, financial operations, or similar role

Proven experience creating and managing invoices and payment reconciliation

Strong proficiency in Google Sheets or Microsoft Excel (formulas, reporting, data organization)

Experience managing or reviewing payroll hours and timesheets

High level of accuracy and attention to detail

Strong written and verbal English communication skills

Ability to work independently and meet weekly deadlines without supervision

Experience working with U.S.-based companies preferred

Familiarity with QuickBooks or similar accounting software preferred

Reliable internet connection and quiet work environment

Available to overlap at least 4 hours with U.S. business hours

Skills Required

• Bookkeeping - Expert
• Accounting - Expert

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