VG Intake Operations Playbook

§ 01

Pipeline

01

Arrives

An item enters the business through a channel. Channels: WhatsApp (multiple chats — the primary routing channel), Email (converted to WA before routing), Paper. Trigger: A message, a forwarded email, a delivered envelope.

02

Routed

A first-touch person sees the item and hands it off to the right next step. Routers: Mark — non-labor WhatsApp (property chats + admin chat), Jenn — labor WhatsApp, Ritchie — email (converts to WA post before routing).

03

Classified

The item is tagged with its stream and sub-type. Primary owner: Jenn. Decision: Which of the four streams does this belong to? Sub-type within the stream?

04

Actioned

The real work. This stage looks completely different per stream. Single approval track for Stream 01: All vendor invoices, labor bills, and reimbursements (including Shlomo's own) go through Andrew's review.

05

Recorded

The item lands in its system of record. Permanent home. Owner: Edmar (QB), the routing person (Dropbox/GSheets), [GAP] for VPT.

06

Reconciled

Periodic check that the books and the systems agree. Closes the loop on every stream. Owner: Elmie. Cadence: Bank feed matching = daily. Full reconciliation = month-end.

§ 02

Streams

Stream 01

Stream 01 — Money Out, Triggers

Trigger Document arrival (invoice, bill, reimbursement request) or calendar date (recurring obligation)

Owner Mark, Jenn, Ritchie, Andrew, Michelle, Shlomo

SLA Weekly AP cycle: Thursday 2pm prepared, Friday EOD sent

01 Admin check (Mark / Ritchie)

02 VPT entry

03 Andrew approves (all items)

04 Michelle prepares / Shlomo pays

05 → Stream 02 proof

Stream 02

Stream 02 — Money Out, Proofs

Trigger Payment event surfaces: payment screenshot, bank feed entry, receipt, statement of account

Owner Mark, Ritchie, Edmar, Elmie

SLA Daily bank feed matching

01 Bank feed entry appears

02 Elmie matches to QB expense

03 Attach proof

04 Assign account/property/cost code

05 Flag mismatches

Stream 03

Stream 03 — Records

Trigger Document arrives from specific source (insurer, attorney, city/municipality, vendor, broker, accountant)

Owner Mark, Ritchie

SLA File to folder within 24 hours of receipt

01 Name & sub-type

02 Apply YYYY.MM.DD_Name convention

03 Action-first (if applicable)

04 Extract data (if applicable)

05 File to folder

Stream 04

Stream 04 — Operational Logs

Trigger Field update posts in chat (labor hours, receipt photo, work order confirmation)

Owner Jenn, Hector, Edmar, Elmie

SLA Weekly labor hours submission: Wednesday for prior week

01 Hector → property WA GCs

02 Jenn screenshots and forwards

03 Jenn checks workweek parameters

04 Edmar plots hours

05 Edmar encodes on VG Hector's Crew WE

06 Jenn audits

07 Edmar encodes in VPT

08 Elmie reconciles splits

§ 03

Roles

Role	Name	Streams	Responsibilities
Router (General)	Mark	01, 02, 03	First-touch on non-labor WhatsApp; files invoices to Dropbox before routing; files all incoming offers in Dropbox
Router (Labor)	Jenn	01, 02, 03, 04	Routes labor submissions; classifies all items into workflow streams; audits labor AP
Admin Manager	Ritchie	All	Manages email inbox; converts email items to WA posts; first-line investigator for unresolved transactions
QB Operator	Edmar	01, 02, 04	All QuickBooks entries; labor GSheets; VPT encoding; work orders
Reconciler	Elmie	02, 06	Daily bank feed matching; month-end QBO reconciliation; Transaction Query Sheet
Payment Specialist	Michelle	01	Prepares payments (ACH/Zelle/Wire/check) for Shlomo to execute
Compliance Approver	Andrew	01	Manages construction projects; approves vendor invoices for compliance (within pre-approved project budget)

§ 04

Gaps

All Q02 — Complete tool inventory
All Q03 — Complete channel inventory
All Q04 — Who else touches workflows?
All Q05 — Which stream first, and who is the diagram for?
01 Q17 — Payment execution mechanics
02 Q21 — Where Shlomo posts payment screenshots
02 Q23 — CC vs bank flow differences
03 Q12 — Jenn's classification criteria
03 Q13 — What Jenn adds during classification

§ 05

Introduction

The six-stage spine that every intake item flows through, regardless of stream. Reference document for diagrams and onboarding. Status: Confirmed structure, several stages have open questions.

§ 06

Streams

Stream 01 — Money Out, Triggers
Stream 02 — Money Out, Proofs
Stream 03 — Records
Stream 04 — Operational Logs

VG Intake Operations Playbook Workflow structure for intake operations across all streams