Request for Proposals: Contracted Bookkeeper

Take This is accepting proposals for a contracted bookkeeper. This individual or firm will manage the organization’s books, ensure accurate financial data, and support management in financial decision-making.

Proposal Deadline: September 30, 2026

Preferred Start Date: October 15-November 1, 2026

1. About Us

Take This is a mental health advocacy organization with a focus on the game industry and community. We provide resources, training, and support for individuals and companies that help the gaming community improve its mental well-being and resilience. The organization addresses the underlying conditions that can create and perpetuate mental health challenges: stigma, harmful studio culture, harassment and toxicity, lack of diversity and accessibility, and problematic game and community design. We’re proud of our work over the last 13 years and are committed to making it even more accessible and sustainable.

1. Who We're Looking For

Take This is seeking a bookkeeper with strong nonprofit accounting experience and working knowledge of GAAP, including nonprofit-specific requirements such as functional expense allocation and net asset classification (with/without donor restrictions). We welcome proposals from firms and from individual freelancers/independent contractors who meet these qualifications. References will be requested as part of the final selection process, and a background check may be required prior to engagement.

Preferred qualifications:

• 3+ years of nonprofit bookkeeping or accounting experience
• Proficiency with QuickBooks Online and Gusto
• Experience with restricted/grant-funded revenue and fund accounting
• Experience supporting external audits and/or Form 990 preparation
• Comfortable working remotely and meeting regularly with leadership

1. Scope of Work

• General bookkeeping, matching receipts to transactions, and monthly bank/credit card reconciliations
• Semi-monthly payroll processing, employee reimbursements, and accounts payable (via Gusto)
• Semi-monthly accounts receivable / invoicing (via QuickBooks)
• Monthly departmental and program-based salary allocations, consistent with functional expense allocation (management / fundraising / program)
• Monthly management reports for the Executive Director, including Statement of Activity, Statement of Financial Position, Budget vs Actuals, and Statement of Cash Flows
• Tracking of restricted vs. unrestricted funds and grant-specific reporting, as applicable
• Annual 1099 filings
• Annual accounting adjustments, including:
  • Donor processing fees
  • Reconciliation of account balances on third-party payment processors
  • In-kind donation recording (if applicable)
  • Other standard year-end adjusting entries (prepaid expenses, accrued liabilities, depreciation, etc.)
• Support for the annual external review/audit and Form 990 preparation, including providing schedules and responding to auditor/reviewer/preparer questions (final filings prepared by a separate CPA firm)
• Meet with the Executive Director at least twice monthly to stay current on organizational changes and bookkeeping needs

1. Scale & Complexity

• Approximate monthly transaction volume: 60-70
• Number of bank/credit card accounts: 1
• Number of payment processors requiring reconciliation: 5
• Number of employees on payroll: 3
• Number of active vendors (AP): 5-10 on average depending on the month
• Current accounting system: QuickBooks Online
• Current payroll system: Gusto
• Current online donation tools in use: PayPal Giving Fund, PayPal, Givebutter, Stripe, Benevity

1. Engagement Structure

• Engagement type: Fixed Rate
• Contract term: Initial contract of 6 months, with option to renew
• Work location: Remote, with time zone alignment with Eastern Time preferred

1. Proposal Requirements

Please submit a proposal that includes:

• Firm or individual overview, including relevant nonprofit bookkeeping experience
• At least two nonprofit client references (organization type/size may be shared without naming donors)
• Proposed fee structure and rate(s), with an estimate of monthly hours if hourly
• Confirmation of software proficiency (QuickBooks Online, Gusto)
• Anticipated start date and availability
• Confirmation of willingness to execute of a confidentiality/non-disclosure agreement covering donor, financial, and payroll data
• Any questions or clarifications about the scope described above

1. Contact

To Submit a Proposal: Please email your proposal to admin@takethis.org, and feel free to reach out to us if you have any questions!

Take This is an equal opportunity employer and welcomes proposals from firms and individuals of all backgrounds.