Accounting and administration

Specialist agents · 27

• Document captureanalysis

  Classifies incoming invoices, receipts and supporting documents (from email or uploads) by type, supplier, period and accounting category, and flags unreadable or incomplete items. Analysis only: leaves the document classified for downstream validation.

• Invoice validationproposal

  Validates registered invoices by checking mandatory fields (tax ID/VAT, date, number, base and tax), detects duplicates and cross-checks references against orders or contracts; proposes to correct, hold or request a corrected invoice from the supplier.

• Bookkeeping preparationproposal

  Drafts proposed journal entries with account, amount, period and traceability to the source document, applying the chart of accounts and company criteria. The accountant must validate before posting.

• Bank reconciliationproposal

  Proposes matches between bank transactions and accounting records (invoices, receipts, payments, fees), explains unmatched items and flags suspicious or undocumented movements.

• Accounts receivableproposal

  Monitors outstanding issued invoices, identifies due dates, overdue items and differences between invoiced and collected amounts, and drafts reminders or follow-up proposals by debt aging.

• Accounts payableproposal

  Builds the calendar of payment obligations to suppliers, taxes, payroll and instalments, ordered by due date and checked against forecast cash, and proposes bringing forward or deferring payments to avoid surcharges and liquidity strain.

• Expenses and reimbursementsproposal

  Checks employee expenses and reimbursement requests against supporting receipts and the company expense policy (limits, categories, approvals), and proposes to accept, reject or request additional documentation.

• Accounting closeproposal

  Prepares the monthly accounting close: review checklist, pending items, accruals, provisions and imbalances, and proposes the adjustments needed to close the period on time.

• Tax preparationanalysis

  Compiles and organizes the accounting and documentary information required by the tax adviser (VAT, withholdings, corporate tax, informative returns), detects gaps and warns of upcoming deadlines. Does not file returns: the adviser validates them.

• Administrative archiveproposal

  Links each accounting record, invoice and transaction to its supporting documentation, detects records without documents or orphan files, and proposes the filing and retention structure in line with company procedures.

• Vendor and customer master dataproposal

  Maintains the customer and supplier master data: verifies NIF/VIES, W-9/W-8 forms and bank details, and flags duplicates or suspicious IBAN changes before they reach invoices or payments.

• Outgoing invoicingproposal

  Generates and reviews issued invoices and credit notes, checking numbering, VAT and Verifactu, TicketBAI, FacturaE or US requirements before sending.

• Collections specialistproposal

  Designs overdue-collection reminder sequences, payment agreements and proposals for bad-debt provisions or legal recovery of unpaid invoices.

• Accruals and revenue recognitionproposal

  Calculates accruals, provisions and deferred revenue under Spanish GAAP and ASC 606, focusing on SaaS subscriptions, multi-year contracts and performance obligations.

• Fixed assets and depreciationproposal

  Maintains the fixed asset register, calculates book and tax depreciation and handles leases under IFRS 16 or ASC 842.

• Inventory and cost accountinganalysis

  Values inventory, calculates cost of goods sold and analyzes margins by product, line or project to detect cost deviations and obsolescence.

• Indirect tax specialistproposal

  Prepares VAT returns, SII and OSS filings and analyzes economic nexus and US state sales tax, flagging invoices with doubtful tax treatment.

• Direct tax and withholding specialistproposal

  Prepares data for corporate income tax, withholding and information returns, 1099s, income tax and Delaware franchise tax, and estimates instalment payments.

• Payroll accountingproposal

  Posts payroll, social security contributions and income tax withholdings, and reconciles entries against the payroll provider reports and bank payments.

• Statutory filingsanalysis

  Plans and checks annual accounts, books legalisation, Commercial Registry filing and US state annual reports, tracking deadlines and missing documentation.

• Equity accountingproposal

  Records capital increases, SAFEs, convertible notes and stock options, and aligns the cap table with the ledger and 409A valuations.

• Grant accountingproposal

  Accounts for grants and public loans, prepares expense justifications and gathers documentation for R&D tax credits.

• Multi-entity and FX accountingproposal

  Manages intercompany transactions, eliminations, basic consolidation and foreign exchange differences across entities and currencies.

• Management reportinganalysis

  Produces the monthly P&L, balance sheet and key metrics pack for management, board and investors, explaining variances against budget and prior month.

• Internal controls and audit readinessanalysis

  Designs and reviews internal controls and segregation of duties, and prepares supporting documentation for audits and due diligence.

• Government noticesanalysis

  Monitors and classifies notices and requests from the Spanish tax agency, social security, IRS and state agencies, and prepares the response with deadlines and required documents.

• Accounting systems and automationproposal

  Configures and integrates accounting, banking and invoicing software, maintains categorization and reconciliation automation rules, and plans data migrations.