About
Salt & Summit Design Build Inc. is a growing design‑build / general contracting company in California. I need an expert to set up and automate our accounting system from scratch in QuickBooks Online, integrate it with and/or Buildertrend, and prepare clean, tax‑ready books for my CPA. This is an implementation + ongoing support role.
Scope of work (first 4–8 weeks)
Discovery & cleanup
Review current QuickBooks Online file and Bank of America business accounts (checking/savings + business credit card).
Identify issues, duplicates, uncategorized transactions, and gaps.
Catch‑up and reconcile all accounts to bank statements for open years.
Chart of Accounts & Products/Services
Build a California / US construction‑specific chart of accounts covering:
Revenue: base contracts, change orders, design fees, consulting, etc.
Cost of Goods Sold: materials, subs, labor, equipment, rentals, permits, engineering, dumpsters, etc.
Overhead: rent, utilities, software, marketing, vehicles, insurance, office payroll, etc.
Create a clean Products & Services list in QBO aligned with that COA for:
Estimates and invoices
Job costing per project
Projects & job costing
Set up QBO Projects for current jobs (e.g., 1005 Summit Dr, 1623 Santa Cruz, 1055 Summit, 622 Bluebird Canyon Rd).
Implement full job costing so every cost (materials, subs, labor, tools, rentals, fees) posts to the right project automatically where possible.
Automation & tools
Design a highly automated workflow using QuickBooks Online + and/or Buildertrend (and Dext/CorePro if still useful) so that:
Receipts can be captured by phone camera and auto‑sent into the system.
Vendor invoices can be emailed into a central address (e.g.
).
Bank feeds rules and app rules handle 70–90% of coding automatically.
Document the end‑to‑end workflow from purchase → receipt → app → QuickBooks project.
Reporting & handoff
Create weekly and monthly reporting templates:
Project P&L per job
Overall company P&L, balance sheet, cash flow
AR/AP aging
Build a simple checklist for me and my team so we know exactly what to do each week/month.
Train me (and potentially an in‑house admin) via Loom videos and/or calls so we can follow the process.
Ongoing work (after setup)
Monthly bookkeeping: coding transactions, publishing receipts, reconciling accounts.
Maintaining automation rules and fixing any issues.
Preparing clean year‑end books for my CPA / tax preparer.
Answering occasional questions about project profitability, cash flow, etc.
Ideal freelancer
Strong QuickBooks Online expertise (certification preferred).
Proven experience setting up construction or contractor bookkeeping systems in the US.
Experience with and/or Buildertrend (or similar construction platforms).
Comfortable designing automation workflows (bank rules, receipt apps, project coding).
Excellent written English and able to document processes clearly.
Available to start immediately and work closely with me for the first 40+ hours to get the core system live.
When you apply, please include:
A short description of 1–2 construction clients you've set up in QBO.
Which tools you've used (Adaptive, Buildertrend, Dext, etc.).
Your typical workflow from "receipt/invoice" to "posted in QBO + job costed".
Your hourly rate and estimated hours to get:
cleanup + COA + Projects + automation to a working state.
Contract duration of 1 to 3 months. with 40 hours per week.
Mandatory skills: Intuit QuickBooks, Accounting Software, Microsoft Excel, Bank Reconciliation
Languages
- English
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