Finance Manager

Job Title: Finance Manager
Company’s industry: Health and Wellness
Location: Remote (Latin America)
Employment Type: Full-time as an Independent Contractor (compensation in USD through DEEL)
About the role
Today, the finance function is split between an external accounting firm, the VP of Operations and a virtual assistant. That has worked, but not well enough: books get caught up in quarterly clean-ups instead of monthly closes, two banking relationships and a dozen cards are reconciled late, e-commerce payouts are not tied back to orders, and vendor and agency invoices have been paid without anyone verifying the work was delivered. We want one owner of the numbers who makes every dollar across both companies visible, current and defensible — and who tells us early when something is off.
What will you do
Books, close, and reconciliation (two entities, two banks)
Own two QuickBooks Online files and keep them current to within 10 business days of month-end — not quarter-end.
Reconcile every bank and card feed monthly
Clear and document all inter-company transfers, owner draws, loans and advances so the two sets of books tie out to each other.
Clean up and standardise the chart of accounts, vendor master and class/department tagging across both files.
E-commerce revenue reconciliation
Reconcile payouts from WooCommerce including processing fees, rolling reserves, refunds, chargebacks and split-payment / financing partners (ClarityPay, Afterpay, Zip, Truemed HSA/FSA) — back to orders in the stores' order database.
Track gross vs. net revenue by store, by brand, and by offer/launch; maintain a like-for-like year-over-year revenue view.
Monitor chargeback and refund rates and flag anything that threatens a processor relationship or reserve term
Accounts payable, vendors, and subscriptions
Run the AP process end-to-end: invoice intake (email, ClickUp), coding to company/department, approval, scheduling, and payment via bank, card, PayPal, or Deel.
Enforce a simple rule: no agency, contractor, or vendor invoice is paid until the scope and deliverables are verified against the contract by the relevant department lead. Flag invoices with missing scope, entity mismatches, or auto-renewal traps before they are paid.
Own the master Software / Expenses register (vendor × month, by department) — every subscription, tool and platform across both companies, kept to the cent — and run a quarterly kill-list of unused or duplicated tools.
Manage contractor and sales-agent payments and commissions (Deel and direct), affiliate and CPA-network payouts, and partner revenue-share settlements (e.g., cost-of-goods recovered off the top, then profit split).
Departmental budgets and reporting
Report spend and P&L monthly by company, by brand and by department — Marketing, Development /
Tech, Operations (warehouse, 3PL, customer service, tools) and Executive / Owner — with variance to budget and plain-English commentary.
Build and maintain the annual budget with each department lead; hold monthly budget reviews.
Deliver a weekly finance snapshot to the VP of Operations and CEO: cash by account, revenue by store, spend by department, top exceptions.
Cash flow and treasury
Maintain a rolling 13-week cash flow forecast across both companies, including launch/webinar cash cycles, processor reserve releases, inventory purchases and large agency retainers.
Recommend and document inter-company funding, owner distributions, and loan arrangements; keep signed paperwork for all of them.
Manage banking administration: user access, card issuance and limits, statements, wire and ACH templates, and secure storage of credentials.
COGS, inventory, and margin
Maintain landed cost per SKU for supplements and devices (product, packaging, inbound freight, duties, 3PL/fulfilment, outbound shipping) and true margin per offer/bundle, including free-gift and financed bundles.
Reconcile inventory across the warehouse, 3PL, and Amazon FBA; book COGS monthly and support thewarehouse-to-3PL transition financially.
Cost new offers and partner deals before launch so pricing decisions are made on real margin, not guesswork.
B2B invoicing and deal support
Issue and track invoices for professional device sales (Pro Bed), including deposit, financing-partner funding, and client balance components; confirm receipt of wires/ACH and release to fulfilment.
Provide buyers with the company verification information they need (EIN, registration, banking) within policy — no signed tax forms released without approval.
Tax, compliance, and the external accountants
Be the single point of contact for the external CPA firm: deliver clean, reconciled books and supporting schedules; drive year-end close, US federal and state returns for both entities, Puerto Rico filings, sales-tax/marketplace obligations, 1099 filings and W-9 collection.
Maintain the entity documents, registrations, and good-standing certificates for both companies.
Own document retention for contracts, invoices, statements, and agreements so any transaction can be evidenced within a day if disputed.
Control and systems
Put light but real controls in place: approval thresholds, dual sign-off on new vendors and payment-detail changes, monthly review of card users, fraud and refund monitoring.
Improve the finance stack (QuickBooks Online, Google Sheets, ClickUp, Deel, Hubstaff, the stores' order database, Amazon, and processor reporting) and automate the recurring reconciliations wherever possible.
What success looks like
First 90 days
Both QuickBooks files are reconciled and current for all bank and card accounts; every feed gap has been identified and closed with the accountants.
AP approval workflow is live; every open agency and contractor agreement is listed with scope, fee, renewal date, and cancellation window.
Software / Expenses register verified and complete for the year to date, by department.
First monthly close delivered within 10 business days, with department and brand P&L.
By month 6
Rolling 13-week cash flow forecast in use and within 10% accuracy.
E-commerce payouts are reconciled to orders monthly for every store and processor.
Landed cost and margin are available for every active SKU and bundle.
Year-end close handed to the accountants without a clean-up project.
What we need from you
5+ years in accounting or finance management, at least 2 of them owning the books for a multi-entity business.
Expert QuickBooks Online (ProAdvisor preferred) including multi-file, classes/locations, bank-feed troubleshooting, and clean-up work.
Hands-on experience reconciling DTC e-commerce revenue — Shopify and/or WooCommerce, Amazon settlements, PayPal and card processors with fees and reserves.
Strong accounts payable discipline and comfort saying 'not yet' to a vendor or agency until deliverables are confirmed.
Advanced Google Sheets / Excel: pivot tables, lookups, month-by-month vendor and department layouts, clean formatting that non-finance people can read.
Working knowledge of US GAAP, LLC/S-corp taxation, 1099 requirements, and sales-tax nexus; exposure to Puerto Rico entities is a plus.
Cash-flow forecasting experience in a launch-driven or seasonal revenue business.
Clear, direct written communication. You summarise the issue, the number, and the recommendation in three lines, then attach the details.
Self-managing and comfortable in a fully remote, fast-moving, founder-led team; reliable overlap with US Central (Nashville) and South Africa (SAST) hours.
Nice to have
CPA, CMA, CA(SA) or equivalent.
Supplement, medical-device, or info-product/webinar business experience.
Familiarity with Deel, ClickUp, Hubstaff, GetResponse, ShipStation, Amazon Seller Central, and 3PL billing.
Experience with affiliate/CPA network payouts and partner revenue-share settlements.
SQL or comfort querying an orders database (we have one) to tie sales to payouts.
How we work
Direct and fast. Numbers first, story second. Bad news early is good news.
You work daily with the Finance Manager and VP of Operations, alongside an executive assistant who handles invoice intake and the external accounting firm.
We respect the founder's Sabbath: no launches or selling from Friday evening to Saturday evening —plan cycles around it.

Work arrangement
No