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.
Requirements
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
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- 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
Benefits
Why Sweat Pants Agency
- Join the team behind multiple Inc. #1 fastest-growing brands.
- Work with top-tier marketers and creatives from around the world.
- 100% remote — flexible, autonomy-driven environment.
- Collaborative, low-ego culture focused on learning and results.
