VG Ops · Stream 02 · Flow Diagram · 2026-05-05

Money Out — Proofs Stream 02 · Bank Feed Matching & Proof Attachment

TypeWorkflow Diagram
Stream02 — Money Out, Proofs
OwnerElmie (bank feed matching)
CadenceDaily feed + month-end recon
Date2026-05-05
StatusDraft — Q23 open (CC vs bank)
§ATrigger Sources
Payment screenshot (Shlomo via WA) Bank feed entry (QB auto-pull) Vendor receipt (email or WA) Big 3 monthly statement Elmie: daily bank feed review
A trigger here typically closes a loop opened by Stream 01. Triggers that don't match an open Stream 01 item are red flags requiring investigation.
§BTwo Paths: Match vs. No-Match
Bank feed entry matches QB bill? YES / PATH A NO / PATH B Match transaction in QBO Confirm vendor, amount, date Attach proof document Screenshot or receipt Assign account: COGS / WIP / Expense + Property + Cost Code Add memo / description QB entry complete Vendor · amount · cost code · property · proof Elmie investigates VPT · AP Inbox WA · Admin Junkie WA · Dropbox Create Expense or Bill + Payment in QBO Correct vendor · date · amount · property Resolved? YES NO Park in Temp Account OR log in Transaction Query Sheet Escalate: 1. Tag Ritchie in Query Sheet (source material) 2. If unresolved — tag Andrew 3. If still open — Shlomo at Wed budget meeting Once resolved — return to bank feed and match QB entry reconciled — loop closed
§CMark's Receipt Intake (Dropbox side)

Before Elmie sees a receipt in QB, Mark handles intake. Two sub-flows depending on receipt type:

Simple Receipt (single property)

  1. 1.Receipt arrives via WA chat → Mark files in Dropbox under the applicable property folder.
  2. 2.Mark looks up VPT entry — amount correct? → marks row as PAID.
  3. 3.If discrepancy (rare): Mark re-checks VPT → escalate to Ritchie → Ritchie confirms with vendor → Mark updates VPT → marks PAID.
  4. 4.Mark hands off to Edmar for QB categorization.

Split Receipt (covers multiple properties)

  1. 1.Mark edits receipt image to add annotation notes — breakdown per property (e.g., "$150 for Property A · $150 for Property B").
  2. 2.Mark files annotated receipt to each applicable Dropbox property folder.
  3. 3.Same PAID marking and Edmar handoff as above.
Key rule: Mark owns Dropbox filing + VPT PAID marking.  |  Edmar owns QB categorization.
§DTrucker Log Reconciliation (exception path)
Exception Path — Quantity Verification Before Payment
For dirt-removal and truckload-billed vendors, Mark independently reconciles trucker tickets and logs against vendor invoice quantities before payment is approved. This is a quantity-audit step that happens upstream of normal proof attachment.

Real example — April 2026: Mark caught a trucking vendor overcharging on dirt removal at an active project by cross-referencing ticket counts against the invoiced load quantity. The discrepancy was escalated and the invoice was corrected before payment.

This is the Stream 02-side counterpart to Big-3 statement reconciliation in Stream 01 — both are quantity/amount verification checkpoints that sit outside the normal matching flow.
Open Gaps — Stream 02
Q23 P1 CC vs. bank flow differences — CC statements have many line items; a separate sub-flow is needed to handle credit card transactions distinctly from bank feed entries.
Q21 P2 Exact WA group where Shlomo posts payment screenshots — substantially answered but group name still to be confirmed.
— P2 Big 3 statement reconciliation cadence and owner — partially documented in Stream 01; confirmation of full handoff into Stream 02 still needed.
Process (teal / s2)
Decision / investigation (amber)
Exception / escalation (dashed red)
System record (blue / s1)
End state (s2 filled)
External trigger (green)
VG Home Buyers LLC Stream 02 — Money Out, Proofs 2026-05-05 Source: reference/operations/workflows/intake/streams/02-money-out-proofs.md