Important Application Rules: **Applications outside the Upwork platform will be automatically disqualified. For the proposals No direct outreach to us outside of Upwork is allowed.** We are hiring a Xero specialist to: - Fully clean up and structure our accounting system in Xero - Build a simple, scalable bookkeeping system - Ensure everything is reconciled and correctly categorized - Create documentation and workflows so the CEO can manage bookkeeping internally - Reduce dependency on external bookkeepers The goal is not to outsource bookkeeping. The goal is to: Set up a clean, intelligent system so the CEO can do ongoing bookkeeping personally, with only minimal monthly review support if needed. This project is about structure, clarity, and long-term independence. ⸻ About the Business • Canadian law firm (British Columbia) • High volume of Stripe transactions • CAD + USD revenue • No trust accounting • High need for clean reporting and margin tracking ⸻ Background / Current Problem We have worked with multiple bookkeepers and experienced recurring issues: • Errors in categorization • Incomplete reconciliation • Missing accounts • Lack of transparency in how numbers were handled • No clear system or documentation • No visibility into what was done or how ⸻ Scope of Work The specialist will: 1. Xero Structural Setup • Review entire Xero account • Clean chart of accounts • Remove duplicates and unnecessary accounts • Set up proper income and expense categories • Configure GST (5%) correctly for BC • Ensure reporting structure supports: • Revenue tracking • Ad spend tracking • Cost of acquisition visibility • Margin clarity ⸻ 2. Multi-Currency Setup We operate in: • CAD (primary) • USD You must: • Properly configure multi-currency Set up: • Stripe CAD (clearing) • Stripe USD (clearing) • PayPal CAD (clearing) • PayPal USD (clearing) • Ensure FX gains/losses are correctly recorded • Ensure Stripe and PayPal are not booked incorrectly as direct revenue ⸻ 3. Bank & Credit Card Reconciliation Structure We have: • CAD bank account • USD bank account • Two business credit cards • Stripe accounts (2) • PayPal accounts (2) You must: • Connect and structure all feeds properly • Build a clean reconciliation workflow • Ensure all historical transactions are reconciled • Ensure no orphan or “mystery” balances exist ⸻ 4. Payment Processor Structure We sell via: • Stripe (CAD & USD) • PayPal (CAD & USD) You must: • Ensure gross revenue is recorded properly • Ensure processing fees are separated correctly • Ensure payouts reconcile cleanly • Eliminate double counting ⸻ 5. Subscription & Expense Visibility We want: • Clean monthly subscription visibility • Clear breakdown of: • Software • Ads • Contractors • Payment fees • Ability to evaluate margin properly ⸻ 6. Reporting Dashboard Setup We want clear reports for: • Monthly revenue • Gross profit • Ad spend vs revenue • Net profit • Cash flow • Accounts receivable • Deferred revenue (installment plans) Reports must be: • Simple • Understandable • Replicable monthly ⸻ 7. Documentation & Handoff This is critical. You must: • Document the full system • Create a step-by-step weekly process • Create a monthly close checklist • Provide simple written instructions • Provide Loom walkthroughs The CEO must be able to: • Reconcile weekly • Run reports monthly • Understand GST payable • Understand margin • Understand ad profitability Without needing you long-term. ⸻ Deliverables By project completion: • Clean Xero file • Fully reconciled accounts • Multi-currency structured correctly • Stripe & PayPal structured properly • Clear chart of accounts • Written SOP (weekly + monthly) • Training walkthrough session • 30-day support window for questions ⸻ Stripe & PayPal Automation The system must: • Automatically sync Stripe (CAD & USD) with Xero • Automatically sync PayPal (CAD & USD) with Xero • Properly record: • Gross revenue • Processing fees • FX gains/losses • Avoid manual CSV uploads • Minimize manual data entry Goal: Weekly reconciliation must take less than 60 minutes. ⸻ This Role Is NOT • Not long-term bookkeeping • Not tax filing • Not year-end accounting • Not CPA advisory • Not data entry work This is a system build + optimization role. ⸻ Ideal Candidate • Deep Xero expertise • Multi-currency experience • Stripe integration experience • Experience with Canadian businesses (BC preferred) • Experience with $1M+ service businesses • Systems thinker • Clear communicator • Able to simplify complexity Bonus: • Experience integrating AI workflows • Experience optimizing for founder-led bookkeeping ⸻ Success Looks Like After 60 days: • CEO confidently reconciles weekly • No mystery numbers • Clean margin visibility • Clear ad spend tracking • No reliance on unstable bookkeepers • Taxes easier and cheaper