Build a Bookkeeping Workflow in QuickBooks Online: QBO, Shopify, & PayPal Integration Management

Our goal is to transition from a manual, high-level Comptroller oversight to a streamlined, automated bookkeeping system. Following a leadership transition, we need a volunteer to optimize our QuickBooks Online (QBO) environment so that a part-time bookkeeper can easily manage it moving forward. This project is a critical "capacity-building" step to ensure our $100K-revenue nonprofit remains sustainable and efficient.

Key Deliverables & Tasks:
-System Integration & Automation: Connect and configure Shopify (tuition, merchandise, auditions) and PayPal donation streams to flow into QBO automatically, reducing manual entry errors.
-Chart of Accounts Audit: Review and optimize our Chart of Accounts to ensure it aligns with nonprofit best practices and simplifies reporting for our board.
-Workflow Documentation (SOP): Create a brief, step-by-step Standard Operating Procedure (SOP) manual that a future bookkeeper can use to reconcile these specific data streams monthly.
-Initial Cleanup & Reporting: Perform a one-time audit of recent records to ensure the new system produces clean, accurate monthly financial reports (P&L and Balance Sheet).

By mastering the "behind-the-scenes" data flow, you are building the infrastructure that allows us to focus on our students and performers. This project will save our organization thousands in consulting fees and provide the financial clarity needed to keep our music education programs running smoothly. Your work ensures that our community mission is supported by a professional, scalable financial foundation.

We have administrative access to QBO, Shopify, and PayPal ready for the volunteer. We have preserved all financial records from our outgoing Comptroller and have clearly categorized our transaction types. Our leadership team is prepared to meet weekly for 4–8 weeks to provide context and ensure the project meets its final "handoff" deadline.