Stream 01 — Money Out, Triggers Something arrived (or a date rolled around) that means we owe money.

This stream is initiated by either: - **Document arrival** — an invoice, bill, or reimbursement request arrives in WhatsApp - **Calendar date** — a recurring obligation is due (payroll, subscriptions, entity fees) **Note on email:** Email is not a direct intake channel for this stream. When anyone receives an invoice or bill by email, they post the relevant content to the appropriate WhatsApp group (either the PDF itself or a manual note with the details). WhatsApp is the single intake point. **Q18 answered (2026-05-04):** Elmie maintains a tracker of all recurring payments. Most are on autopay. The process for recurring items is simply: file the invoice/receipt when it arrives. No special approval required beyond normal autopay execution. See Elmie's profile.

### Vendor Invoice — Single Track *Source: Mark's vendor invoice process document, 2026-04-27. Updated 2026-05-04 (Ritchie interview): The three-track system (Track 1/2/3) was a legacy of pre-VPT workarounds — separate tracking sheets existed because there was no central vendor payment tracker. With VPT in place, all vendor invoices follow one path. Recon sheets for credit/volume vendors still exist as linked breakdown tools within VPT rows, not as separate process tracks.* All vendor invoices enter through WhatsApp (Property Chat or Admin Chat). Mark's first action for every invoice is to **file it in Dropbox** before any routing decision is made. #### Admin check — applies to ALL vendor invoices Before any invoice proceeds to VPT, Mark and Ritchie perform an admin check: ``` Invoice arrives in WA → Mark files in Dropbox → Mark compares invoice amount to agreed SOW / prior rate Match? → Continue to VPT entry Rate/amount changed? → Mark and Ritchie verify with Andrew: is this an approved change? Yes (authorized change order or rate update) → Update VPT with new amount, proceed No → Andrew contacts vendor to revise / draft change order → Wait for corrected invoice → VPT Column N (`Approved for Accuracy (Admin)`) checked ✓ → Add to VPT row ``` Processing is **per-item, not batched** — invoices are processed as they arrive. #### Standard path (all vendors) ``` WA (Property Chat / Admin Chat) → Mark files in Dropbox → Admin check → Add to VPT → Andrew approves → END ``` #### Vendor-specific notes **Credit/volume vendors — Ashpa, Jaeger, Blue Ridge Lumber:** These vendors extend credit to VG (invoices accumulate; VG pays monthly, not per-invoice). Each has a **Vendor Reconciliation Sheet** (GSheet) maintained by Elmie — she enters invoices and reconciles against the vendor's monthly statement. The VPT row shows the total amount due; the recon sheet is **linked from the VPT row** so Andrew can click directly to the itemized breakdown. ASHPA delivery confirmation is integrated (FM confirms receipt in WA chat → admin posts to ASHPA recon sheet). Jaeger and Blue Ridge delivery confirmation not yet integrated. **Advanced Flooring:** Monthly credit vendor. Mark maintains its recon sheet himself (no monthly statements; Mark verifies computations against the vendor's numbers). Same single VPT path. **Blue Eagle (Pedro, siding/roofing):** Mark maintains the recon sheet and verifies computations on handwritten invoices (Mark checks his own math against Pedro's). **Almost always requires immediate payment** — not a deferred credit vendor despite having a recon sheet. Recon sheet is for computation verification and invoice history, not payment deferral. **Yover (plumber):** Has a **price comparison sheet** for rate monitoring only — not payment tracking. When a Yover invoice arrives, admin checks against this sheet to catch pricing changes before the invoice proceeds to VPT. If rates have changed, admin checks with Andrew before approving. Does not affect the VPT path. **Deprecated vendor-specific tracking sheets:** Pre-VPT, some vendors had standalone payment-tracking sheets (Pedro/Blue Eagle tracking sheet, Matt Woodpole Payment Reconciliation). These are retired — VPT handles all payment tracking. #### Credit vendor payment context Ashpa, Jaeger, Blue Ridge Lumber, and Advanced Flooring extend credit. Key facts: - VG does not pay each invoice on delivery — invoices accumulate in the Recon Sheet - Vendors send **monthly statements**; VG is expected to pay **monthly** - Failure to pay monthly → vendor suspends account + interest accrues - Finance charges tracked in each Recon Sheet (FC column) - Payments may cover multiple invoices across multiple properties in a single transaction - See `reference/tools-systems/vendor-reconciliation-sheets.md` ### SOW Entry into VPT *Source: Mark's process notes, 2026-04-28.* When a new Statement of Work (SOW / contract) arrives, it establishes the payment commitments that will live in the VPT as future payable rows. ``` SOW arrives in WA Chat → Mark files SOW in Dropbox → Mark enters each line of the Payment Schedule into VPT as a separate row → If first payment line is a Downpayment: Mark automatically m ``