Bookkeeper—Project Costing & Billing at Code Differently in Christiana, DE

Job description

• Code Differently is seeking a detail-oriented QuickBooks Online Bookkeeper to support accounting activities across multiple programs, projects, grants, and client contracts. This role requires strong experience in project costing, shared expense allocation, billing documentation, balance sheet reconciliations, and accounts receivable.
• The Bookkeeper will ensure that revenue, labor, and other expenses are accurately assigned to the appropriate projects; prepare complete and timely invoices; monitor collections; reconcile key accounts; and provide financial reports that help leadership and program managers understand budgets, spending, cash flow, and project profitability.

Responsibilities

• Project Costing and Expense Allocation
• Record and categorize direct and indirect project expenses, including employee labor, benefits, instructional materials, technology, equipment, and contractor services.
• Maintain consistent project records, classes, customers, and cost codes in QuickBooks Online to support accurate financial tracking and reporting.
• Allocate shared overhead and administrative expenses across programs using approved and documented allocation methods.
• Review transactions for correct coding, adequate supporting documentation, and alignment with approved project budgets.
• Identify missing documentation, coding errors, duplicate transactions, and unusual charges, and coordinate their timely resolution.
• Payroll and Labor Distribution
• Review approved timesheets and allocate employee hours, wages, payroll taxes, and benefits to the appropriate programs, projects, and tasks.
• Reconcile payroll allocations to payroll reports and the general ledger.
• Coordinate with employees and program managers to resolve incomplete timesheets, coding errors, and allocation discrepancies.
• Maintain supporting schedules and documentation for payroll and labor distributions.
• Invoicing and Billing Documentation
• Prepare project invoices, reimbursement requests, progress billings, milestone invoices, and time-and-materials billings in accordance with contract and funding requirements.
• Compile complete billing packets with required supporting documentation, including approved timesheets, payroll records, receipts, vendor invoices, and proof of payment when required.
• Maintain a billing calendar to track submission deadlines, internal approvals, payment terms, and outstanding documentation.
• Coordinate with program managers to confirm billable activities, completed milestones, allowable expenses, and required approvals.
• Maintain organized digital records that support client reviews, funder monitoring, and audits.
• Accounts Receivable and Collections
• Maintain accurate accounts receivable records and regularly review aging reports.
• Follow up professionally with clients and funding partners regarding invoice status, outstanding documentation, and anticipated payment dates.
• Research and resolve billing discrepancies, rejected invoices, short payments, and payment delays.
• Apply customer payments accurately to the appropriate invoices and projects.
• Report overdue balances, collection concerns, and cash-flow risks to leadership in a timely manner.
• Reconciliation and Financial Reporting
• Reconcile bank accounts, credit cards, project records, and relevant general ledger accounts.
• Prepare balance sheet reconciliations, with particular attention to payroll and benefit liabilities, employee deductions, prepaid expenses, deferred revenue, accounts receivable, and other key accounts.
• Support the month-end close process, including accruals, prepaid expenses, deferred revenue, and unbilled receivables, in coordination with the company’s accountant.
• Maintain work-in-progress and related billing schedules when applicable.
• Prepare budget-to-actual reports and help explain significant variances to program managers and leadership.
• Produce project profitability, expense allocation, accounts receivable, and cash-flow reports.
• Help maintain consistent bookkeeping procedures, supporting schedules, and an accurate audit trail.

Requirements

• At least three years of bookkeeping experience, including substantial responsibility for project accounting or job costing.
• Strong hands-on proficiency with QuickBooks Online, including project tracking, class tracking, reconciliations, accounts receivable, and financial reporting.
• Demonstrated experience allocating shared expenses and distributing payroll costs across multiple projects, programs, or funding sources.
• Experience preparing detailed invoice-support packets and managing accounts receivable and collection activities.
• Experience preparing and maintaining balance sheet reconciliations.
• Strong Microsoft Excel skills, including lookup functions, pivot tables, filtering, sorting, and financial data reconciliation.
• Working knowledge of accrual accounting and general ledger maintenance.
• Exceptional attention to detail and the ability to manage recurring deadlines independently.
• Ability to identify discrepancies, research financial issues, and follow through until they are resolved.
• Ability to explain financial information clearly to program managers and nonfinancial staff.
• Professional judgment and discretion when handling payroll, employee, client, and financial information.
• Reliable remote-work capabilities and the ability to commute to the Wilmington office on designated days.
• Experience supporting workforce development, education, professional services, or government-funded programs.
• Familiarity with grant and contract billing, reimbursement documentation, and direct and indirect cost allocation.
• Experience supporting financial audits, funder monitoring reviews, or government contract compliance.
• Working knowledge of revenue recognition, deferred revenue, and work-in-progress schedules.
• QuickBooks Online ProAdvisor certification or relevant bookkeeping or accounting coursework.

Skills

Required

• QuickBooks Online
• Accrual accounting
• General ledger maintenance
• Attention to detail
• Deadline management
• Financial communication
• Professional judgment and discretion
• Remote work capability

Preferred

• Grant and contract billing
• Reimbursement documentation
• Direct and indirect cost allocation
• Financial audits
• Funder monitoring reviews
• Government contract compliance
• Revenue recognition
• Deferred revenue