Filing Guide — VG Home Buyers

Canonical reference for how documents are named, organized, and filed in Dropbox. Source: Ritchie's Project Admin Filing Guide (consolidated May 2026). See also tools-systems/dropbox.md for the broader Dropbox architecture.

General Rules

1. Date in filename = date document was received/filed. (Exception: payments use the date payment was processed — not the receipt date and not the vendor's invoice date.)
2. Add Ritchie as Editor on every new Drive, folder, doc, or sheet. Manually set all other permissions. Never set General Access to "Anyone with the link."
3. No special characters in folder or file names (Dropbox restriction).

Standard Naming Convention

Format: YYYY.MM.DD_ShortDescription_Quote/Invoice#_Amount

Examples:

• 2024.01.18_Framing material_Quote# 19606_$14,158.37
• 2024.01.24_Portable Comfort Stations_Invoice# 3004137_$135.pdf
• 2024.01.29_Property Survey

Document Status Suffixes

Append to end of filename (before extension):

Special Naming Conventions

Permits

YYYY.MM.DD_Permit#_Subcode_TypeOfWork_Approved

Example: 2024.01.11_24.010_Electrical Subcode_Technical Section_New Electric_Approved

SOWs (Statements of Work)

YYYY.MM.DD_SOW_ShortDescription_VendorName

Examples:

• Filed in SOW folder: 2024.02.21_SOW_Demo, Excavation & Backfill_Benchmark Excavating_UPDATED
• Filed in Vendor folder: 2024.02.21_SOW_Demo, Excavation & Backfill_Benchmark Excavating_UPDATED

Property Surveys

Label as: YYYY.MM.DD_Property Survey Also save a copy in the SOW folder.

Multiple Quotes from One Vendor

Add a distinguishing feature beyond the quote number (material type, model, spec):

• 2024.02.28_Insulation_Open Cell Spray Foam_Quote_$24,370
• 2024.02.28_Insulation_Fiber Glass_Quote_$10,800
• 2024.02.28_Insulation_Close Cell Spray Foam_Quote_$21,200

Offers (Selling)

Create a folder: $OfferAmount_BuyersNames_AgentName File all offer documents (purchase contract, POF, agent email, etc.) inside.

Example: $1,600,000_Cameron & Joseph Rogers_Agent Melissa Giordano

Archiving Updated Documents

When an updated quote, invoice, or SOW is received:

1. Create an 0. Archive subfolder in the vendor folder (if not already present)
2. Update the date in the new file's name to reflect when it was modified/updated
3. Add _Updated to the new file's name (plus any changed details: amount, terms, etc.)
4. Move the prior version into the 0. Archive folder

Dual-Filing Requirements

Some document types must be filed in two locations:

Note files for split vendor relationships: When VG pays a supplier directly on behalf of an installer, create a plain-text note file in each vendor folder describing the relationship. Example note content:

"Old School Drywall's price was $20,000. $10,000 for labor and $10,000 for materials. Vendor requested we pay the supplier directly. See Campbell Supplies' folder for the materials paperwork."

Vendor Folder Lifecycle

Big-3 Vendor Google Sheets (Jaeger, Ashpa, Blue Ridge)

When receiving invoices from Jaeger, Ashpa, or Blue Ridge:

1. File the invoice in the vendor folder under the property using the standard naming convention
2. Enter the details in the vendor's dedicated reconciliation Google Sheet

Only encode invoices that are unpaid (accounts payable / billable) — those that appear on the month-end Statement of Account (SOA). Do not encode invoices already paid by cash or card, since they will not appear on the SOA.

Credit notes should also be encoded in the Google Sheet (they still appear on the SOA).

Dedicated reconciliation GSheets (links in Dropbox vendor folders):

• Ashpa: ASHPA MANAGEMENT – RECONCILIATION
• Blue Ridge: BLUE RIDGE LUMBER – RECONCILIATION
• Jaeger: JAEGER LUMBER – RECONCILIATION

ScanSnap General Inbox — TO FILE / QUESTIONS Process

Shlomo scans documents to the ScanSnap General Inbox folder in Dropbox. VAs process from two subfolders:

• TO FILE — Shlomo or Ritchie have already reviewed these; VA processes and files
• QUESTIONS — Documents with open questions. Before placing a file here, ask Ritchie or Jenn first — they may already have the answer

Redundant ScanSnap files (file but do not encode in recon sheets)

These arrive via ScanSnap but are already handled elsewhere; no separate tracking or reconciliation entry needed:

• PSE&G bills, NJ American Water bills, Elizabethtown Gas bills, Township Sewer bills
• Tax bills (exception: TAX SALE notices must be tracked)
• Jaeger statements, Blue Ridge statements, Ashpa statements and invoices
• OPRA results/responses
• Monthly lender statements from FCI, Superior Loans, etc. (exception: Welcome Letters and other notices must be filed)
• Morgan Engineering surveys

Payroll Filing Note

If a .txt payroll file is saved under a property folder (e.g., 2125J) but the description references a different property (e.g., 75L), the file still belongs under the original property folder where it was submitted (2125J).

Entity Information

To identify the owner entity for a transaction, check:

• The HUD or Purchase Contract for the closing
• The 0. LE folder in Dropbox (entity cheat sheet)

Key entity: The Venture Group, LP — the mother company (owned by Shlomo and Michael Bongart); VG uses several entities when purchasing properties.

VG Home Realty = VG's brokerage. Donna DiCarlo is the Broker of Record. Agent documents live under 0. Brokerage2 > Agents > Donna DiCarlo_Broker.

DocuSign Process

Used for purchase agreements (Assignment of Contract, Purchase Agreement, Addendum):

1. Access templates from the client's Google shared drive
2. Update buyer/seller details in the Purchase Agreement; save as PDF
3. Log into DocuSign → Start Now → upload the file
4. Enter lead name/email as "Needs to Sign"; add your own name/email as second recipient
5. For multiple leads signing together, set the same "Set signing order" number for all leads
6. Assign standard fields to the correct parties; drag fields to the appropriate spaces
7. Update the email subject line and message; set automatic reminders if needed
8. Click Send — once all parties sign, you receive a notification via email and it appears in the Completed section of DocuSign