The Standard Path
The Nine Steps
Every standard invoice follows this sequence. Gates must not be skipped.
Sub or vendor sends invoice photo or PDF to FM via WhatsApp or email. FM must not let it sit — same-day action is required. Invoices left unprocessed create payment delays and audit gaps.
Input
Raw invoice (photo or PDF)
Output
FM has invoice in hand
FM saves invoice to the correct property folder: [Property]/Financials/Invoices/[Vendor]/. File name format: YYYY-MM-DD_[Vendor]_[WO-Code]_[Amount].pdf. Dropbox is the system of record for the physical document — every downstream step depends on this link resolving correctly.
Input
Raw invoice (photo or PDF)
Output
Filed PDF in Dropbox with correct path and filename
FM enters a row in the Vendor Payment Tracker: vendor name, WO code, invoice date, invoice amount, Dropbox link (URL), and payment terms. Status is set to PENDING. The VPT is the operational heartbeat of the AP process — if it's not in the VPT, it doesn't exist to the team.
Input
Filed invoice in Dropbox
Output
VPT row created, status = PENDING
FM reviews the VPT entry they just created. Confirms: WO code matches the work performed, dollar amount matches the invoice, Dropbox link resolves correctly, and payment terms are accurate. FM marks the row REVIEWED. This self-check catches data entry errors before they reach PM review.
✓ Gate 1 — FM Quality Check
Input
VPT row, status = PENDING
Output
VPT row, status = REVIEWED
Andrew reviews the VPT row against the work order budget. Confirms: work was authorized, amount is within scope, cost code is correct, and no duplicate entries exist for the same invoice. Andrew marks the row APPROVED or flags HOLD with a written note explaining the issue. HOLD items are returned to FM for correction.
✓ Gate 2 — PM Authorization
Input
VPT row, status = REVIEWED
Output
VPT row, status = APPROVED (or HOLD with note)
Michelle pulls all APPROVED rows from the VPT, groups by vendor, and prepares the payment batch (check or ACH). She confirms mailing address on file, preferred payment method, and any outstanding balances that should be combined. Rows are marked PAYMENT PREPARED once the batch is assembled and ready for principal review.
Input
VPT rows, status = APPROVED
Output
Payment batch assembled, rows = PAYMENT PREPARED
Shlomo reviews the payment batch. Confirms total authorized amount, reviews any flagged items, signs checks or approves ACH transactions through the bank. This is the financial authorization gate — no money moves without principal sign-off. VPT rows are marked PAID with check number or ACH reference entered in the VPT.
$ Gate 3 — Principal Financial Authorization
Input
Payment batch from Michelle
Output
Payment issued, VPT rows = PAID with ref #
Edmar enters each paid invoice as a Bill in QuickBooks Online: vendor, amount, WO/cost code as class, property as customer-job, and attaches the Dropbox PDF directly to the QB record. The Bill is marked as Paid with the correct payment date and method. This creates the official financial record for the company's books.
Input
VPT row (PAID) + Dropbox PDF link
Output
QB Bill entered, marked paid, PDF attached
Elmie reconciles the QB payment entry against the bank statement during monthly close. Each transaction is matched to its corresponding bank debit. Any discrepancy — amount mismatch, missing entry, duplicate — triggers a review back to Step 7. Cleared items close the loop and the invoice's journey is complete.
Input
QB entry + monthly bank statement
Output
Reconciled — loop closed
Alternate Tracks
Not All Invoices Take the Standard Path
Three alternate tracks for volume vendors, direct-account vendors, SOW downpayments, and non-construction vendors.
| Track |
When It Applies |
How It Differs |
Still Requires |
Track 2
Volume Vendor |
Recurring subs (dumpster, portable toilet, material suppliers) with 5+ invoices per project |
FM may batch-enter weekly instead of per-invoice. Dropbox folder gets a /Recurring/ subfolder to keep volume organized. |
Same three gates (FM → Andrew → Shlomo), same QB entry per statement period |
Track 3
Direct Account Vendor |
Vendors where VG has a direct charge account (e.g., Home Depot charge account) |
Monthly statement replaces individual invoices. Edmar enters as a single monthly bill against the account. |
Andrew reviews statement line items; Shlomo approves payment before ACH or check is issued |
| SOW Downpayment |
Contractor requires deposit before work begins, per signed scope of work |
PM pre-approves the deposit before FM files any invoice. VPT row is flagged DEPOSIT with SOW reference. |
Andrew + Shlomo approval before any payment leaves — deposit gate is the same as Gate 2 + Gate 3 |
| Non-Construction Vendor |
Utilities, insurance, licensing fees, and other overhead invoices |
Routed directly to Michelle and Edmar. Bypasses FM intake and the VPT entirely. |
Shlomo still approves all outgoing checks; Edmar enters to QB under correct overhead account |