Job description

At Sweat Pants Agency, we’ve helped build and scale multiple Inc. #1 fastest-growing companies, from the #1 consumer product in 2020 to the #1 healthcare company in 2022. Our team is driven by curiosity, humility, and a relentless focus on results.

We’re looking for an Agency Finance & Systems Operations Manager — someone who understands agency billing, can manage QuickBooks, and can also improve and modernize the operational systems behind our finances.

This is not a standard bookkeeping role.

You will own how money moves through the agency:

invoicing
billing systems
monthly recurring profiles
creative project billing
ad-spend overages
financial hygiene
operational workflows
tool evaluation (QuickBooks vs Scoro vs Bonsai vs ManyRequests, etc.)

If you’re someone who loves both accuracy and operations, and you’re motivated by building cleaner, faster, more scalable internal systems — you’re exactly who we’re looking for.

1. Finance Operations

Own QuickBooks categorization, matching, reconciling
Reconcile PayPal, Payoneer, credit cards, and bank accounts
Maintain clean tagging for client-specific revenue/expenses
Prepare monthly P&L snapshots for leadership
Ensure accurate financial hygiene across all accounts
Coordinate with payroll (Rippling) and contractors

2. Agency Billing & Accounts Receivable

Send invoices for:
- monthly retainers
- creative projects
- ad-spend overages
Build recurring billing profiles and improve the system around them
Ensure payment methods are updated + collected
Follow up professionally on late invoices
Maintain an AR dashboard that shows who owes what
Help prevent missed billing or inconsistent billing cycles

3. Systems & Workflow Improvement

This is where the role becomes high-value.

You will:

Evaluate our current billing setup and propose better tools/systems
Compare and implement options like Scoro, Bonsai, ManyRequests, etc.
Create cleaner internal workflows for billing and financial processes
Build structure inside ClickUp for recurring tasks and operational consistency
Create SOPs that reduce steps and eliminate errors
Build automations (ClickUp → QBO → Slack → Email)
Simplify our financial operations to run with less friction

4. Operational Support

Maintain documentation for financial and operational processes
Support the leadership team with simple, recurring operational tasks
Improve collaboration between strategy, creative, and media teams
Keep internal systems organized as the agency scales

You’re a Great Fit If…

You have 3–7+ years in agency finance, rev-ops, business ops, or similar
You’ve managed QuickBooks Online in a professional environment
You understand how agencies bill clients (retainers + projects + overages)
You’ve improved messy workflows or implemented new systems before
You’ve evaluated or implemented tools like:
- Scoro
- Bonsai
- ManyRequests
- Stripe Billing
- Monday/ClickUp/Asana
You like owning processes, not just following them
You naturally look for better ways to organize systems
You communicate clearly, proactively, and professionally
You’re comfortable following up with clients regarding payments
You enjoy solving operational inefficiencies
You’re very detail-oriented and accurate with numbers