QuickBooks Desktop Pro & AI Automation Specialist — $30/hr
Budget / SalaryHourly project
TypeFreelance project
LocationRemote
Posted1 hour ago
QuickBooks Desktop Pro & AI Automation Specialist — $30/hr
Budget: $30 USD per hour
Initial engagement: 120–180 days, with potential for ongoing work
Location: Remote
Hours: Weekly hours and priorities will be agreed upon before work begins.
ABOUT THE PROJECT
We are a small office with several related businesses, including art businesses and property entities. We maintain several small, separate QuickBooks Desktop Pro company files and want to simplify, automate, and improve our accounting processes.
We are looking for a hands-on QuickBooks specialist who combines solid bookkeeping and accounting knowledge with practical experience using ChatGPT and other automation tools. You will work directly with our controller to reduce repetitive work, improve reporting, and create reliable processes that our existing team can maintain.
We are also considering moving some or all of these company files to QuickBooks Online, but we have not made that decision. Part of your assignment will be to evaluate whether a conversion makes sense, explain the costs and tradeoffs, and implement an approved migration where appropriate.
This is an implementation role—not just routine data entry or a request for high-level recommendations.
SCOPE OF WORK
1. Review and prioritize improvements
Assess our company files, accounting workflows, reporting requirements, and hosted Windows environment. Identify unnecessary manual work, duplicate entry, reconciliation issues, inconsistent account structures, and opportunities to streamline recurring tasks. Recommend a practical work plan that fits the agreed hours and budget.
2. Automate and streamline recurring accounting
Implement appropriate improvements to transaction imports and categorization, reconciliations, recurring entries, invoicing, expense allocation, intercompany tracking, month-end procedures, and management reporting.
Use ChatGPT, spreadsheets, scripts, or other approved tools where they genuinely add value. Explain how each proposed automation works, how exceptions are handled, and how results will be checked. We value reliable, maintainable solutions over complicated systems.
3. Improve reporting and accounting consistency
Help establish sensible, consistent practices across entities without combining books that should remain separate. Develop useful monthly reports, reconciliation checklists, and exception reports.
Relevant areas may include property income and expenses, art sales and commissions, consignment settlements, reimbursable expenses, and intercompany balances.
4. Evaluate—and potentially implement—QuickBooks Online migration
Compare remaining on Desktop with moving to Online based on our actual needs, including functionality, reporting, integrations, access, ongoing subscription costs, and ease of administration.
Explain what data would transfer, what would not, and how historical records would remain accessible. Any migration must be approved in advance and include a backup, test conversion, reconciliation of balances and key reports, and a documented fallback plan.
Do not assume that every company file should be migrated.
5. Document and train
Provide clear operating procedures and train our controller to run, maintain, and troubleshoot the improved processes. Deliver all project-created documentation, templates, scripts, and configuration details in editable form. Routine operation should not depend on accounts controlled by the contractor.
EXPECTED PROJECT MILESTONES
The final schedule will depend on the initial assessment, approved scope, and agreed weekly hours.
Days 1–15: Review the existing setup and deliver a prioritized improvement plan, estimated hours, baseline measures, and an initial Desktop-versus-Online assessment.
Days 16–60: Implement and test the highest-value approved improvements, beginning with a manageable pilot. Document results and resolve exceptions.
Days 61–120: Extend successful improvements to other company files, complete core documentation and training, and carry out approved Online pilots or migrations where justified.
Days 121–180, as agreed: Complete remaining approved work, validate results through additional monthly closes, refine automations and reporting, and finish the operational handoff.
Success will be measured by reduced manual work, more consistent reporting, easier month-end procedures, and our team's ability to maintain the improvements.
QUALIFICATIONS
You should have strong, recent QuickBooks Desktop Pro experience, including working in a hosted Windows environment, plus a sound understanding of reconciliations, financial statements, and multi-entity accounting.
You should also have demonstrable experience applying ChatGPT or other automation tools to real accounting workflows, not just general familiarity with AI. QuickBooks Online migration experience is important.
Experience with small offices, real estate, art galleries, consignment accounting, or Microsoft 365 is helpful, but not mandatory. Clear English communication, dependable follow-through, and careful documentation are essential.
SECURITY AND APPROVAL REQUIREMENTS
You will work under our controller's supervision using approved access and tools. Confidential financial information must not be uploaded to personal AI accounts or unapproved services. Test copies or redacted data should be used where practical.
Changes to live accounting records and system configurations require agreed controls and approvals. This role does not include authority to initiate payments or change banking instructions.
PLEASE INCLUDE IN YOUR PROPOSAL
1. Your specific QuickBooks Desktop Pro experience, including hosted environments and multiple company files.
2. One or two accounting automation projects you have implemented, identifying the tools used and measurable results. Explain specifically how you used ChatGPT.
3. Your Desktop-to-Online migration experience and the checks you use to confirm a successful conversion.
4. Your availability, time zone, proposed weekly hours, and confirmation that $30 USD per hour is acceptable for the initial 120–180-day engagement.
Please begin your proposal with "Desktop + Automation" and briefly describe the first three things you would review in our setup.
Budget: $30 USD per hour
Initial engagement: 120–180 days, with potential for ongoing work
Location: Remote
Hours: Weekly hours and priorities will be agreed upon before work begins.
ABOUT THE PROJECT
We are a small office with several related businesses, including art businesses and property entities. We maintain several small, separate QuickBooks Desktop Pro company files and want to simplify, automate, and improve our accounting processes.
We are looking for a hands-on QuickBooks specialist who combines solid bookkeeping and accounting knowledge with practical experience using ChatGPT and other automation tools. You will work directly with our controller to reduce repetitive work, improve reporting, and create reliable processes that our existing team can maintain.
We are also considering moving some or all of these company files to QuickBooks Online, but we have not made that decision. Part of your assignment will be to evaluate whether a conversion makes sense, explain the costs and tradeoffs, and implement an approved migration where appropriate.
This is an implementation role—not just routine data entry or a request for high-level recommendations.
SCOPE OF WORK
1. Review and prioritize improvements
Assess our company files, accounting workflows, reporting requirements, and hosted Windows environment. Identify unnecessary manual work, duplicate entry, reconciliation issues, inconsistent account structures, and opportunities to streamline recurring tasks. Recommend a practical work plan that fits the agreed hours and budget.
2. Automate and streamline recurring accounting
Implement appropriate improvements to transaction imports and categorization, reconciliations, recurring entries, invoicing, expense allocation, intercompany tracking, month-end procedures, and management reporting.
Use ChatGPT, spreadsheets, scripts, or other approved tools where they genuinely add value. Explain how each proposed automation works, how exceptions are handled, and how results will be checked. We value reliable, maintainable solutions over complicated systems.
3. Improve reporting and accounting consistency
Help establish sensible, consistent practices across entities without combining books that should remain separate. Develop useful monthly reports, reconciliation checklists, and exception reports.
Relevant areas may include property income and expenses, art sales and commissions, consignment settlements, reimbursable expenses, and intercompany balances.
4. Evaluate—and potentially implement—QuickBooks Online migration
Compare remaining on Desktop with moving to Online based on our actual needs, including functionality, reporting, integrations, access, ongoing subscription costs, and ease of administration.
Explain what data would transfer, what would not, and how historical records would remain accessible. Any migration must be approved in advance and include a backup, test conversion, reconciliation of balances and key reports, and a documented fallback plan.
Do not assume that every company file should be migrated.
5. Document and train
Provide clear operating procedures and train our controller to run, maintain, and troubleshoot the improved processes. Deliver all project-created documentation, templates, scripts, and configuration details in editable form. Routine operation should not depend on accounts controlled by the contractor.
EXPECTED PROJECT MILESTONES
The final schedule will depend on the initial assessment, approved scope, and agreed weekly hours.
Days 1–15: Review the existing setup and deliver a prioritized improvement plan, estimated hours, baseline measures, and an initial Desktop-versus-Online assessment.
Days 16–60: Implement and test the highest-value approved improvements, beginning with a manageable pilot. Document results and resolve exceptions.
Days 61–120: Extend successful improvements to other company files, complete core documentation and training, and carry out approved Online pilots or migrations where justified.
Days 121–180, as agreed: Complete remaining approved work, validate results through additional monthly closes, refine automations and reporting, and finish the operational handoff.
Success will be measured by reduced manual work, more consistent reporting, easier month-end procedures, and our team's ability to maintain the improvements.
QUALIFICATIONS
You should have strong, recent QuickBooks Desktop Pro experience, including working in a hosted Windows environment, plus a sound understanding of reconciliations, financial statements, and multi-entity accounting.
You should also have demonstrable experience applying ChatGPT or other automation tools to real accounting workflows, not just general familiarity with AI. QuickBooks Online migration experience is important.
Experience with small offices, real estate, art galleries, consignment accounting, or Microsoft 365 is helpful, but not mandatory. Clear English communication, dependable follow-through, and careful documentation are essential.
SECURITY AND APPROVAL REQUIREMENTS
You will work under our controller's supervision using approved access and tools. Confidential financial information must not be uploaded to personal AI accounts or unapproved services. Test copies or redacted data should be used where practical.
Changes to live accounting records and system configurations require agreed controls and approvals. This role does not include authority to initiate payments or change banking instructions.
PLEASE INCLUDE IN YOUR PROPOSAL
1. Your specific QuickBooks Desktop Pro experience, including hosted environments and multiple company files.
2. One or two accounting automation projects you have implemented, identifying the tools used and measurable results. Explain specifically how you used ChatGPT.
3. Your Desktop-to-Online migration experience and the checks you use to confirm a successful conversion.
4. Your availability, time zone, proposed weekly hours, and confirmation that $30 USD per hour is acceptable for the initial 120–180-day engagement.
Please begin your proposal with "Desktop + Automation" and briefly describe the first three things you would review in our setup.
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