Accounting

Bookkeeper job description

A Bookkeeper maintains accurate financial records using QuickBooks and Excel, processing accounts payable/receivable and preparing monthly reports.

Published June 6, 2024Updated May 9, 20262473 likes

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Job brief

We are seeking a detail-oriented Bookkeeper to maintain our financial records with precision and ensure our accounting processes run smoothly. In this role, you will be responsible for daily transaction entry, bank reconciliations, accounts payable/receivable management, and preparing monthly financial reports that guide our business decisions. You will work closely with our accounting team and external CPA to support tax preparation and financial compliance. If you have a passion for accuracy, enjoy working with numbers, and want to play a vital role in our financial operations, we would love to hear from you.

Key highlights

Record daily financial transactions in QuickBooks or similar accounting software with proper categorization and supporting documentation
Process accounts payable by reviewing invoices, obtaining approvals, and scheduling payments to maintain vendor relationships
Reconcile bank statements, credit card accounts, and PayPal transactions monthly to ensure accuracy of recorded entries
Prepare monthly financial reports including profit and loss statements, balance sheets, and cash flow summaries

What is a Bookkeeper?

A Bookkeeper is a financial professional who maintains accurate daily transaction records, reconciles bank statements, and ensures proper documentation of all business financial activities. Working primarily with accounting software like QuickBooks, Xero, or Sage, Bookkeepers process accounts payable and receivable, track expenses, and prepare essential financial reports that business owners and accountants rely on for tax preparation and financial decision-making. Their meticulous record-keeping provides the foundation for accurate financial statements, tax filings, and business compliance with accounting standards.

What does a Bookkeeper do?

On a typical day, a Bookkeeper enters and categorizes financial transactions, reconciles bank and credit card statements against recorded entries, and processes vendor invoices and customer payments. They generate monthly financial reports including profit and loss statements and balance sheets, maintain detailed general ledger accounts, and prepare supporting documentation for year-end tax preparation. Bookkeepers also communicate with vendors about payment schedules, follow up on overdue customer accounts, and work closely with CPAs during tax season to ensure all financial records are accurate and complete.

Key responsibilities

Record daily financial transactions in QuickBooks or similar accounting software with proper categorization and supporting documentation
Process accounts payable by reviewing invoices, obtaining approvals, and scheduling payments to maintain vendor relationships
Manage accounts receivable by generating customer invoices, posting payments, and following up on overdue accounts
Reconcile bank statements, credit card accounts, and PayPal transactions monthly to ensure accuracy of recorded entries
Prepare monthly financial reports including profit and loss statements, balance sheets, and cash flow summaries
Maintain general ledger accounts and perform journal entries for accruals, prepayments, and adjusting entries
Organize and file financial documents, receipts, and invoices to support year-end tax preparation and potential audits
Collaborate with CPAs and tax professionals during quarterly and annual filings to provide accurate financial data and supporting schedules

Requirements and skills

Associate degree in Accounting, Finance, or equivalent bookkeeping certification from community college or vocational program
Proficiency in QuickBooks Desktop or QuickBooks Online, with experience in chart of accounts setup and financial reporting
Advanced Excel skills including VLOOKUP, pivot tables, and financial formulas for data analysis and reconciliation
Knowledge of accounts payable and accounts receivable processes, including invoice processing and collection procedures
Understanding of basic accounting principles including debits/credits, accrual vs. cash accounting, and financial statement preparation
Experience with bank reconciliations, credit card reconciliations, and month-end closing procedures
Strong attention to detail and accuracy when handling financial data and numerical information
Excellent organizational skills with ability to maintain filing systems and meet monthly reporting deadlines

FAQs

What does a Bookkeeper do on a daily basis?

A Bookkeeper handles the day-to-day financial record-keeping for businesses, which includes entering transactions into accounting software like QuickBooks, processing invoices and payments, and reconciling bank accounts. They categorize expenses, track income, maintain accounts payable and receivable, and ensure all financial data is accurately recorded. Bookkeepers also prepare basic financial reports, organize receipts and documentation, and support business owners by keeping financial records organized for tax preparation and business decision-making.

What skills and qualifications does a Bookkeeper need?

A Bookkeeper typically needs an associate degree in accounting or a bookkeeping certificate, along with proficiency in accounting software like QuickBooks, Xero, or Sage. Essential skills include strong attention to detail, advanced Excel capabilities, and understanding of basic accounting principles such as debits and credits. Many employers also value experience with accounts payable/receivable processes, bank reconciliations, and payroll processing. Professional certifications like QuickBooks ProAdvisor or AIPB Certified Bookkeeper can enhance job prospects and demonstrate expertise.

How much do Bookkeepers earn and what is the career outlook?

Bookkeepers earn a median salary of around $45,000 annually, with entry-level positions starting near $35,000 and experienced Bookkeepers earning $55,000 or more, depending on location and industry. The Bureau of Labor Statistics projects steady demand for bookkeeping services, particularly as small businesses continue to grow and require professional financial record-keeping. Career advancement opportunities include becoming a full-charge bookkeeper, accounting clerk, or pursuing additional education to become an accountant or CPA.

What is the difference between a Bookkeeper and an Accountant?

A Bookkeeper focuses on recording daily financial transactions, maintaining accurate records, and preparing basic financial reports, while an Accountant analyzes financial data, prepares complex financial statements, and provides strategic financial advice. Bookkeepers typically handle routine tasks like data entry, invoice processing, and bank reconciliations using software like QuickBooks. Accountants usually have a bachelor's degree and may hold CPA certification, allowing them to prepare tax returns, conduct audits, and provide financial consulting services that require deeper analysis and professional judgment.