Invoice & Receipt Processing (Document Matching, Renaming, Foldering)

We are looking for a highly structured freelancer to prepare the full document base for our FY2024 bookkeeping.

This is not the final bookkeeping itself. The goal is to make the next step for the bookkeeper as easy as possible by ensuring that all relevant invoices, receipts, and supporting documents are complete, correctly named, clearly tracked, and stored in the right folders.

Scope:
The overall 2024 transaction volume is approx. 700-900 financial movements across bank, PayPal, Wise, and credit cards. For this first phase, you should assume roughly 550 document-relevant cases that need to be checked against statements, matched to invoices/receipts, renamed, stored in the correct folders, and tracked in a status list.

Main tasks:

- Review all relevant 2024 payment transactions and check whether a document is already available
- Match transactions against existing invoices, receipts, and supporting files
- Rename all documents using our naming convention: YYYY-MM-DD_Vendor_InvoiceNumber_Amount.pdf
- Store all documents in the correct Google Drive vendor/customer/cash folders
- Maintain a tracking list showing for each case: date, amount, vendor/customer, payment source, document available yes/no, file name/folder path, and note if something is unclear or missing
- Process all uploaded cash receipts in the same structured way
- Clearly flag all still-missing documents

Deliverables:

- Fully updated tracking list for all document-relevant cases
- All available documents consistently renamed
- All available documents stored in the correct folder structure
- Clear list of missing documents / unresolved items
- Short written handover summary for the bookkeeper

What we provide:

- Google Drive folder structure
- Existing invoice / receipt folders
- Tracking files and working files
- 2024 bank / PayPal / Wise / card statements
- Clear naming convention and workflow instructions

Requirements:

- Strong attention to detail
- Experience with invoice/receipt processing, bookkeeping support, or document-heavy accounting work
- Ability to work systematically with statements, receipts, spreadsheets, and Google Drive
- Clear written communication in English
- Daily short status updates

Please include in your proposal:

- Earliest possible start date
- Realistic timeframe in working days
- Fixed price for the full scope
- Short description of similar work you have done before