Bookkeeper, Billing & Financial Analysis Associate

Overview

Habits365Greek is a fast-growing custom apparel print shop and sourcing agency. We work with a wide range of clients to produce custom garments and branded apparel. We are seeking a highly organized, numbers-driven Bookkeeper, Billing & Financial Analysis Coordinator to manage invoicing, payment tracking, order submission to production, and financial analysis tied to each order.

This role is critical to both cash flow and profitability. You will be responsible for creating Shopify payment links, sending invoices through QuickBooks, ensuring payments are received on time for production, and analyzing COGS, total order cost, and margins to support accurate pricing and business decisions.

Responsibilities

Invoicing & Payment Management

• Create and send invoices to clients using QuickBooks
• Build and manage custom Shopify checkout/payment links for client orders
• Track and reconcile incoming payments across Shopify and QuickBooks
• Follow up on unpaid or partially paid invoices
• Ensure payments are collected in time to meet production deadlines
• Maintain accurate records of all invoices, payments, and balances

Order & Production Coordination

• Submit orders to production once payment requirements are met
• Track timelines to ensure orders move from payment to production without delays
• Communicate proactively if payment or approval issues may impact production
• Coordinate with operations and production teams to keep orders on schedule

Financial Analysis & Cost Tracking

• Calculate and track COGS (Cost of Goods Sold) for each order
• Analyze total order cost , including production, freight, duties, and fees
• Calculate gross margin and profitability per order and per client
• Identify discrepancies or cost overruns that impact margins
• Support pricing decisions by providing accurate cost and margin data
• Maintain clean cost and margin reporting for internal review

Accounting & Record Keeping

• Maintain accurate financial records tied to orders and production
• Reconcile costs, invoices, and payments regularly
• Support month-end and internal accounting processes
• Ensure financial data is organized and audit-ready

Qualifications

• At least 2-3 years of experience in bookkeeping, accounting, or financial analysis
• Strong working knowledge of QuickBooks (required)
• Experience creating and managing orders or payment links in Shopify (required)
• Solid understanding of COGS, margin analysis, and cost accounting
• Extremely detail-oriented with strong organizational skills
• Comfortable managing multiple deadlines and orders simultaneously
• Strong written communication skills for client-facing billing and follow-ups
• Ability to work independently and take ownership of financial accuracy

Nice to Have

• Experience in custom apparel, manufacturing, or production-based businesses
• Familiarity with freight, customs, and overseas sourcing costs
• Experience supporting pricing strategy or margin optimization

What We Offer

• $800+/month base salary
• A fast-growing, agile work environment where you’ll learn quickly
• High autonomy, strong team support, and the opportunity to grow alongside ambitious colleagues

Location & Working Hours

• Fully remote (Work From Home)
• 9 AM – 6 PM EST

Why This Role Matters

This role directly impacts cash flow, production timelines, and profitability. Accurate invoicing, timely payment collection, and clear cost and margin analysis ensure orders are profitable and delivered on time.