QuickBooks Clean-up, Reconciliation, and Bookkeeping Workflow Development

A volunteer will assist our organization by streamlining our bookkeeping processes and helping clean up and organize our financial records in QuickBooks Online. We currently use QuickBooks Online, Excel, Stripe, and bank feeds. Most of our transaction activity occurs in Q3 and Q4 during our major programs and events, while the rest of the year primarily includes recurring subscriptions, software expenses, and payroll for fewer than 30 staff and contractors.

The volunteer will help with core bookkeeping tasks such as:
• Organizing and categorizing transactions
• Reconciling bank and Stripe accounts
• Reviewing and cleaning up payroll entries and expense categories
• Reviewing and improving our chart of accounts
• Setting up a clear monthly bookkeeping workflow
• Creating a Standard Operating Procedure (SOP) for monthly reconciliations and financial processes

The goal of this project is to ensure our books are accurate, up to date, and that we have a clear, repeatable system for monthly bookkeeping, especially to prepare for our high-volume seasons in Q3 and Q4.

Accurate and well-organized bookkeeping will strengthen our financial management, improve transparency, and help us prepare for grants, partnerships, and future growth. With better financial systems in place, our team can focus more on delivering programs that expand access to tech training, support entrepreneurs, and build a strong community of technologists.

This project will help build the financial infrastructure needed to sustainably grow our programs and increase our impact in underrepresented communities.

We are also preparing for future audits, grant funding, and organizational growth, so establishing clean and consistent financial processes is a priority.

We will set this project up for success by providing the volunteer with access to QuickBooks Online, relevant financial records, and documentation of our current processes. We will identify a primary point of contact on our team and schedule regular check-ins to review progress, answer questions, and provide feedback.

We have already gathered bank and Stripe records and identified the main areas that need clean-up and reconciliation. Our team is committed to implementing the workflow and SOP developed during this project so that the improvements are sustainable long-term.

Because our transaction volume is seasonal, we are especially interested in building a workflow that helps us prepare in advance for our high-volume Q3 and Q4 activity.