Excel Accounting System + Weekly Bookkeeping Service

# Project Brief — Excel Accounting System + Weekly Bookkeeping Service

## 1. Overview

I am looking for a freelancer to manage a **simple Excel-based accounting system** for a **small brick manufacturing factory**.

The business is very small, with low transaction volume (approximately **3 transactions per day**). There is currently no existing accounting system or structured financial records.

The system will start from **1 July 2026**.

This is not only a system design project — it is also an **ongoing bookkeeping and data entry service**.

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## 2. Scope of Work

The freelancer is responsible for both:

### A) System Setup (Excel Design)

* Build a simple and practical Excel accounting system
* Create structured sheets for:

* Sales invoices
* Purchase invoices
* Expenses
* Payroll
* Inventory tracking
* Basic accounting structure (GL, Chart of Accounts)
* Ensure the system automatically updates:

* Inventory
* Financial reports
* KPI dashboard

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### B) Ongoing Bookkeeping (Operational Work)

The freelancer will be responsible for **ongoing data entry and maintenance of the system**, including:

* Entering all **sales invoices on a weekly basis**
* Entering all **purchase invoices on a weekly basis**
* Recording expenses and payroll (if applicable)
* Maintaining updated inventory records

All transactions must be recorded **continuously as they occur**, not as a one-time setup.

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## 3. Weekly Deliverable

The freelancer must:

* Update the Excel file continuously
* Ensure all data is accurate and reconciled
* Send an **updated version of the Excel file every week**
* Ensure consistency between:

* Accounting records
* Inventory levels
* Financial summaries

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## 4. Manufacturing Costing

The system must calculate production cost per block including:

* Raw materials
* Direct labor
* Overhead allocation
* Cost per unit
* Cost of Goods Sold (COGS)

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## 5. Financial Reports (Excel Outputs)

The system must generate:

* Balance Sheet
* Income Statement (Profit & Loss)
* Trial Balance
* Inventory valuation report
* COGS report
* Cash position summary

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## 6. KPI Dashboard

A simple dashboard must be included showing:

* Blocks sold (units)
* Total Revenue
* Total Purchases
* Total Payroll
* Production cost per block
* Gross profit
* Gross margin %
* Net income
* Inventory value
* Cash balance

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## 7. Objective

The objective is to maintain a **simple Excel-based accounting system combined with ongoing bookkeeping support**.

This is not a complex ERP project. It is a **lightweight, Excel-driven operational accounting system with weekly updates and full transaction recording responsibility handled by the freelancer**.