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Über
We have a US LLC already formed. Owners are foreign (no SSN or ITIN right now). We sell ecommerce (Shopify + Amazon). We need one partner who can handle:
- Accounting setup and guidance (QBO)
- Monthly bookkeeping and reporting
- Payroll support (employees and contractors)
- Year-end tax filing support
We prefer a long-term relationship on a monthly retainer, with clear scope and clean documentation.
GOAL
Set up US accounting and compliance correctly from day 1, keep monthly books clean, and handle payroll and year-end filings without surprises.
IMPORTANT NOTES
- We want someone who can do this end to end. If you cannot file taxes yourself, you must clearly state what you will do vs what you will coordinate with a licensed CPA partner (who I will hire).
- We want clean, compliant accounting. No shortcuts.
- We will have part-time staff and contractors (example: on-camera talent / creators). We want a clean workflow for this.
SCOPE OF WORK
Phase 1 (Week 1 to 2): Accounting, payroll, and tax setup blueprint
- Confirm best tax and accounting setup at a high level for our US LLC (foreign owners)
- Recommend the best bookkeeping system (QuickBooks Online preferred)
- Recommend a payroll approach (Gusto, QBO Payroll, or similar) and explain why
- Create a chart of accounts for ecommerce and operations:
+ Shopify revenue, discounts, refunds, chargebacks
+ COGS and landed cost categories
+ Shipping and fulfillment fees
+ Marketing and ads spend
+ Contractor payments
+ Payroll expenses (if applicable)
+ Travel and meals (US business travel)
- Define simple bookkeeping rules (how to categorize transactions, what documents to attach)
- Define a practical expense policy (reimbursements, receipts, approval workflow)
- Provide a monthly close checklist (what gets done each month)
- Define contractor workflow basics:
+ W-9 collection and storage
tracking rules
+ What we should not do (high level misclassification red flags)
Phase 2 (Monthly retainer): Bookkeeping, payroll, and reporting
- Monthly bank and payment reconciliation
- Shopify payouts reconciliation and sales summary
- Categorization and documentation hygiene (receipts, invoices, vendor bills)
- Payroll support (depending on our hiring):
+ Run payroll or manage payroll workflow in the chosen system
+ Payroll reconciliation into QBO
+ Track contractor payments and keep 1099-ready records
- Monthly reporting package (simple but useful):
+ P&L
+ Balance sheet
+ Cash movement summary
+ Top expense categories
- A short monthly review note: issues found, questions, and recommended actions
Phase 3 (Year-end): Tax filing and compliance
- Prepare and file required federal forms for our structure (foreign-owned LLC awareness required)
- Year-end contractor filings support (1099s, if applicable)
- Advise at a high level on any state filings we should expect (if applicable)
- Provide a year-end checklist: what we must prepare and by when
DELIVERABLES
- Setup checklist and timeline (what we do first, second, third)
- Chart of accounts + bookkeeping rules document
- Monthly close checklist
- Monthly reporting template and sample output
- Payroll and contractor workflow summary (system, steps, and what we need to collect)
- Retainer proposal (monthly price, what is included, response time)
- Year-end filing proposal (forms included, estimated price, what you need from us)
WHAT WE WILL PROVIDE
- LLC documents and EIN status
- Bank statements and payment account access (as needed)
- Shopify reports and payout data
- Basic expected volume and transaction types
- Payroll and contractor details (who, where they are located, estimated pay)
- Fast responses to questions
SKILLS WE WANT
- Strong US bookkeeping and accounting experience for ecommerce businesses
- Experience with foreign-owned US LLC clients (important)
- QuickBooks Online setup and monthly bookkeeping
- Shopify payouts reconciliation experience
- Payroll experience (W-2 and/or contractor workflows)
- Clean communication and documentation
- Able to explain things simply (we want practical guidance, not overly complex)
BUDGET AND TIMELINE
- Start ASAP
- Setup phase: complete within 4 to 12 days after we share documents
Please propose:
- Fixed price for Phase 1 setup
- Monthly retainer price for Phase 2
- Estimated year-end filing price for Phase 3
Contract duration of more than 6 months. with 40 hours per week.
Mandatory skills: Tax Preparation, CPA, Bookkeeping, Accounting, Tax Planning & Advisory
Sprachkenntnisse
- English
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