Keeping the Books Current: Placing a Remote Accounting Assistant with a Wisconsin Design-Build Firm
- Client
- Lakeshore Design + Build (name changed)
- Industry
- Design-Build
- Location
- Wisconsin
- What we built
- A vetted remote accounting assistant, deployed to support the in-office leadership team
The Situation
Lakeshore is a design-build company running many residential projects at once, each with its own deposits, progress payments, vendor bills, and job costs.
Daily bookkeeping, like entering bills, sending invoices, tracking deposits, and reconciling accounts, was handled by leadership and office staff on top of their other work.
The Problem
As the number of projects grew, the books started falling behind. Invoices went out late, deposits were harder to track, and reconciliations piled up until month-end. Job costs weren't always coded right away, which made it harder to see how each project was really doing.
Leadership needed reliable help with the day-to-day work, but they also needed to keep full control over payments and financial decisions.
What We Built
We found, vetted, and deployed a remote accounting assistant to support Lakeshore's leadership team. The assistant keeps the books current every day, while leadership keeps ownership of approvals, cash flow decisions, and tax planning with their CPA.
Defining the role
We worked with leadership to list the daily and monthly bookkeeping tasks, set clear approval rules, and define what a complete month-end close looks like.
Vetting experienced candidates
We searched for candidates with accounting or bookkeeping education and professional experience, plus familiarity with construction accounting such as job costing and progress billing. We also checked references.
Testing real skills
Shortlisted candidates completed a practical exercise covering transaction coding, invoicing, and a bank reconciliation, so their accuracy was proven before the client ever met them.
Interviews with the team
We ran screening interviews first, then introduced the strongest candidates to Lakeshore's team for a final interview, so the client made the final choice.
Secure onboarding
We set up access limited to what the role needs, kept payment approvals with leadership, and created a monthly close checklist.
Clear division of work
Leadership approves bills and payments, makes cash flow decisions, and works with the CPA. The remote assistant enters bills, sends client invoices, tracks deposits, reconciles accounts, and codes job costs.
The Results
What changed for the team:
- The books stay current instead of catching up at month-end.
- Client invoices go out on time and deposits are tracked as they come in.
- Job costs are coded as they happen, giving a clearer picture of each project.
- Leadership keeps full control of approvals while spending less time on data entry.
- Because candidates were vetted and tested in advance, the assistant was productive quickly.
The Takeaway
Clean, current books are the foundation of good business decisions. By adding a vetted remote accounting assistant with secure access and clear approval steps, we helped Lakeshore stay on top of its finances without giving up control.
Client name has been changed to protect client confidentiality.