Finance & Billing Operations Manager

Are you an experienced finance professional looking for a solid part time role (20 to 32 hours / week) at an entrepreneurial company?

Crisp is hiring a Finance and Billing Operations Manager to own our day-to-day finance administration across bookkeeping, payroll, invoicing, accounts receivable, billing operations and profitability reporting support. This role is ideal for someone who loves clean systems, proactive follow-through, and building a reliable finance operations function inside a fast-moving professional services business.

This is a hands-on finance operations role (not a controller or CFO role).

You will work closely with the CEO, General Manager and Marketing Delivery Manager to ensure Crisp’s financial operations are accurate, compliant, and consistently executed. This includes supporting a planned upgrade and tighter integration between Productive.io and QuickBooks Online (QBO).

Hours and Work Style

• Part-time role: 0.5 to 0.8 FTE (20–32 hours/week) 
  • Tuesdays and Thursdays: 4 to 6 hours per day (in office)
  • Mondays, Wednesdays, Fridays: 4 to 6 hours per day (remote)
• Work may be consolidated over 4 days. However, flexibility required around month-end, payroll, and remittance deadlines.
• Hybrid (Vancouver)

Tools We Use

• QuickBooks Online (QBO)
• Dext
• WagePoint (payroll)
• Plooto (payments)
• Productive.io (project financials, budgets, profitability, future invoicing workflows) Core

Responsibilities

1) Bookkeeping and Month-End Close

• Process and categorize monthly transactions (approximately 100/month), plus Crisp's HoldCo (6 to 10 transactions/month)
• Maintain accurate records in QBO using Dext for receipt capture
• Complete bank and credit card reconciliations
• Maintain clean chart of accounts and vendor/customer records
• Ensure monthly bookkeeping close is completed on schedule
• Coordinate with external accountant as needed for year-end

2) Payroll and Remittances

• Run payroll in WagePoint accurately and on time
• Manage payroll reporting and support for employee changes
• Prepare and file GST remittances
• Prepare and file WorkSafe BC remittances
• Ensure compliance with required documentation and deadlines

3) Billing Operations and Invoicing Control

• Own Crisp’s invoicing process across: fixed retainers monthly hourly engagements project-based work
• Ensure invoices are issued on time every month
• Maintain billing accuracy against Statements of Work (SOWs)
• When a new SOW is issued, review and ensure invoicing is aligned, and flag any questions or gaps proactively
• Support invoicing workflow improvements as we expand Productive usage

4) Accounts Receivable and Payment Processing

• Track accounts receivable and follow up on overdue invoices
• Support collections in a professional, consistent way
• Capture and reconcile payments through Plooto
• Maintain AR reporting and keep leadership informed of risk

5) Contractor, Supplier, and Expense Management

• Review contractor invoices for accuracy and alignment with agreed scope (ex: hours, rates, terms)
• Process contractor and supplier payments through Plooto
• Act as key point of contact for contractors and suppliers for invoicing and payment questions
• Manage employee expense reimbursements and ensure receipts are collected
• Proactively chase missing receipts and documentation
• Maintain vendor records and support contract/payment tracking

6) Productive.io Administration and Project Reporting

• Maintain project structures, budgets, and financial reporting in Productive.io
• Support accurate project profitability reporting
• Ensure internal compliance with time tracking and financial reporting requirements
• Maintain standard reporting views and dashboards in Productive.io to support leadership visibility.
• Support and guide the Marketing Delivery team on Productive.io best practices.

7. Process Improvement and Financial Workflow Support

• Identify process gaps and recommend practical improvements to reduce errors and improve consistency.
• Maintain documented finance workflows for billing, payments, and month-end close
• Light workflow automation support between finance-related systems

8) QBO + Productive Upgrade Support (Implementation Phase)

• Support Crisp’s planned upgrade of Productive.io functionality and financial workflows
• Help map and improve processes across: project budgets invoicing workflows
• QBO sync setup and maintenance reporting alignment between Productive and QBO
• Identify issues early and help troubleshoot with the platform vendor(s)

Success Looks Like

• Month-end close is consistent, accurate, and low-stress
• Invoices go out on time without leadership chasing
• Remittances are filed correctly and on schedule
• AR is actively managed and visible
• Contractor invoices are reviewed and errors are caught early
• Productive reporting is reliable and trusted
• The Productive/QBO upgrade is implemented smoothly and improves billing and profitability visibility

Qualifications

• 3–7+ years of experience in bookkeeping, finance operations, or a similar role
• Strong experience with QuickBooks Online
• Comfortable owning invoicing, AR, and payroll processes end-to-end
• Experience with professional services billing models (retainers, hourly, projects)
• High attention to detail and strong follow-through
• Confident communicator who flags issues early and asks smart questions
• Systems-minded and excited to improve processes
• CPA designation (or equivalent) is not required. We’re looking for someone with strong hands-on experience in finance operations, bookkeeping, payroll, billing, and systems.
• High confidence with navigating and learning tech programs. AI curious.
• Entrepreneurial mindset
• Alignment with Crisp's values. Constant learning, Can-do, Sharing is caring, Be human and Thoughtful Candour

Nice-to-Have

• Experience with Productive.io (or similar: Harvest, Float, Mavenlink, Teamwork, etc.)
• Experience with Plooto and WagePoint
• Experience supporting system implementations or migrations
• Experience in an agency, consultancy, or fractional services business
• Experience with monthly accruals and journal entries

Compensation

• $31.25–$41/hour, based on experience
• Role is scoped at 0.5–0.8 FTE, with potential to expand as Crisp grows
• Comprehensive benefits package
• Training and professional development support
• "Work optional" days timed for extra-long weekends
• Collaborative, supportive team environment
• Equipment expense plan (home office setup and work tools)
• Sales referral bonuses and incentives