Agency Finance & Systems Operations Manager

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
• 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.