QuickBooks Online Setup & Workflow Build

QuickBooks Online Setup & Workflow Build — Job Description (3 pages tight)

Overview

Forward AR Experts is a senior Analyst Relations consulting firm seeking an experienced QuickBooks Online professional to build a clean, compliant financial system for a fast‑growing services business. This is a one‑time setup + workflow project, not ongoing bookkeeping.

We are currently an LLC and will transition to an S‑Corp later this year. We need QuickBooks structured correctly now so the transition is seamless.

Scope of Work

1. QuickBooks Online Setup

Configure QuickBooks Online for a professional services LLC

Set up chart of accounts aligned to consulting revenue, business expenses, and tax categories

Connect bank accounts and credit cards

Create rules for automated categorization

Set up vendor and client profiles

Configure sales tax (if applicable)

Enable and configure QuickBooks Payments (ACH + credit card, including AMEX)

2. Quarterly Tax Estimation Setup (LLC)

Ensure QuickBooks Online is correctly configured to calculate quarterly estimated taxes

Validate income/expense categories for accurate tax projections

Provide guidance on how quarterly estimates will change when transitioning to S‑Corp

3. Invoicing & Payment Workflow

Build invoice templates for retainers and project work

Set up recurring invoices

Configure payment workflows (ACH + credit card)

Ensure payments auto‑reconcile

Create a clean process for monthly close

4. Reporting & Financial Workflow

Set up monthly, quarterly, and annual reporting dashboards

Create workflows for:

monthly reconciliation

expense review

tax prep

year‑end reporting

Build a simple “owner workflow” document for ongoing use

5. Future S‑Corp Transition Prep

Structure chart of accounts to support future payroll

Identify what will change when switching to S‑Corp

Provide a checklist for the transition (salary, distributions, payroll tax setup)

Deliverables

Fully configured QuickBooks Online account

Clean chart of accounts

Automated categorization rules

Connected bank/credit card feeds

Recurring invoice templates

Payment workflows (ACH + credit card)

Quarterly tax estimation functioning correctly

Monthly close workflow

Reporting dashboard

One training session (recorded)

Documentation for ongoing use

Requirements

Proven experience setting up QuickBooks Online for service‑based businesses

Experience with LLC → S‑Corp transitions

Strong understanding of tax categories, chart of accounts, and financial workflows

Ability to work quickly and independently

Clear communication and documentation skills

Project Type & Budget

This is a one‑time setup project.

Estimated budget: $1,200–$1,800

(Depending on experience and speed)

How to Apply

Please include:

A brief summary of your QuickBooks Online setup experience

Examples of similar projects

Confirmation you can complete this project within 7–10 days

Your proposed fixed price

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