Design Comprehensive Financial System for Agency

Accountant / Financial System Specialist Needed for Marketing Agency About the Project I run a growing digital/social media marketing agency in India with multiple clients and freelancers. Currently, our financial records are spread across different places, and I want to build a *"proper, organized and scalable financial management system*" before the agency grows further. I am looking for an experienced *"accountant/bookkeeper or finance-system specialist" who can not only maintain accounts, but also help me design the complete financial system and workflow for my agency. This is not simply a data-entry job. I need someone who can understand how a small service-based marketing agency operates and build a system that gives me a clear picture of: **Revenue → Expenses → Freelancer Costs → Client Receivables → Payables → Cash/Bank → Profit → Owner Withdrawals → Monthly Financial Performance** What I Need 1. Complete Agency Finance Structure Help me design a proper system for: * Client revenue * New client payments * Monthly recurring/renewal payments * Client advances * Outstanding/receivable amounts * Overdue payments * Freelancer expenses * Software/subscription expenses * Advertising/marketing expenses * Office/business expenses * Equipment purchases * Miscellaneous expenses * Owner withdrawals * Business advances * Cash transactions * Bank transactions * Monthly profit/loss The system should clearly separate **business money from owner/personal withdrawals**. 2. Freelancer Management & Payment System We work with freelancers rather than fixed-salary employees. Current examples: * Graphic designer: ₹200 per post * Reel cover: ₹100 per cover * Video shoot: ₹200 per reel * Video editing: ₹200 per reel * Shoot + edit: ₹400 per reel * Page handling: approximately ₹800–₹1,000 per page/month I want a system where I can record: * Freelancer * Client * Date * Work type * Quantity * Rate * Total amount earned * Advance given * Partial payments * Total paid * Outstanding amount * Advance balance/adjustment The system should automatically calculate how much I owe each freelancer. 3. Client Revenue & Receivables I need a system to track: * Client name * Package * Package value * Start date * Renewal date * Invoice amount * Amount received * Payment date * Remaining balance * Overdue days * Next payment due date I currently use/plan to use invoicing software such as Zoho Invoice, so the accountant should understand how to integrate the accounting workflow with invoice/payment records. 4. Cash & Bank Management I want separate tracking for: * Bank transactions * Cash transactions * Business expenses * Owner withdrawals * Freelancer payments * Client receipts The system should allow reconciliation so I can understand exactly where the company's money is going. 5. Monthly Management Dashboard I want a simple dashboard that allows me to see: * Total monthly revenue * Total expenses * Freelancer expenses * Other operating expenses * Net profit * Client outstanding * Freelancer outstanding * Cash balance * Bank balance * Owner withdrawals * Monthly profit trend I should be able to look at the dashboard and understand the financial health of my agency without manually calculating everything. Important Requirement I don't want a complicated accounting system that only an accountant can understand. The final system must be simple enough for the business owner to operate. I want proper documentation/instructions explaining: * What to enter * Where to enter it * How to record advances * How to record payments * How to reconcile accounts * How monthly closing should be done * How to check profit * How to identify outstanding payments * How to handle freelancer advances Preferred Tools I am open to recommendations, but I currently work primarily with: * Google Sheets * Zoho Invoice * Google Drive If you believe Zoho Books, another accounting platform, or a combination of tools would be significantly better, explain why before implementing it. What I Expect From You You should: 1. Understand my current business and financial workflow. 2. Review my existing finance records/system. 3. Identify gaps and mistakes. 4. Design the accounting structure. 5. Build the required Google Sheets/accounting system. 6. Create formulas and automated calculations where appropriate. 7. Set up freelancer and client payment tracking. 8. Set up monthly P&L/management reporting. 9. Help organize historical transactions where possible. 10. Create a simple SOP so I can operate the system myself. 11. Explain how the system should be maintained as the agency grows. Ideal Freelancer Please apply only if you have experience with at least some of the following: * Small business accounting * Bookkeeping * Service-based businesses * Digital marketing agencies * Freelancer/vendor payment management * Google Sheets financial systems * Zoho Invoice / Zoho Books * Cash & bank reconciliation * Profit & loss reporting * Accounts receivable/payable I am looking for someone who can think like a financial system builder, not someone who will simply enter numbers into a spreadsheet. Deliverables The final deliverables should include: * Complete finance management system * Freelancer work & payment tracker * Client revenue & receivable tracker * Cash/bank tracking * Expense management * Monthly P&L * Management dashboard * Advance/payment tracking * Outstanding/overdue tracking * Basic SOP/documentation * Explanation/training call if required Proposal Requirements When applying, please answer: 1. Have you built a financial management system for a small business/agency before? 2. Have you worked with Google Sheets + Zoho Invoice/Books? 3. How would you structure freelancer advances and payments? 4. How would you track client advances and monthly recurring revenue? 5. How would you separate owner withdrawals from business expenses? 6. What accounting software would you recommend for a growing marketing agency and why? 7. Please provide an example of a similar