Admin Team — End-of-Day Reports

VG's admin team — Mark, Elmie, Edmar, Jenn — each send a daily End-of-Day (EOD) report. Ritchie is always a recipient; other distribution varies per person. Together these reports form the daily audit trail of VG's intake and finance processing.

Sample exports preserved at vg/workspaces/workflow/_inputs/eod-reports/{person}-{month}-YYYY/.

Convention summary

Send time: morning ET next day for US-based senders; morning PHT (+0800) overnight ET for Philippines-based senders (Elmie, Edmar, Jenn).

Ritchie is always a recipient — the EOD reports are her audit + handoff visibility.

Per-person format and content

Mark — terse task list + property-grouped Dropbox manifest

• Body opens with a short bullet list of the day's admin tasks (e.g., "Updated Calendar / Updated VPT / Tallied Truckers Log")
• Then property-grouped sections (1309 GRAYMILL, 185 FERNWOOD, 2087 DOGWOOD, 2154 SHACKAMAXON, 25 WARREN, 519 HIGHLAND, 52 WILDWOOD, 120 BEVERLY, GENERAL VENDOR, BROKERAGE)
• Each filing as: filename + Dropbox URL
• Filename convention: YYYY.MM.DD_Description_Quote#/Invoice#/Order#_${amount}_status.ext
• Status flags: _PAID, _APPROVED, _Signed, _Submitted, _Updated, _Final

Elmie — long structured QB-side ledger

• Body opens with "Task of the Day!"
• Matched and Categorized Transactions — grouped by QB account number (101.x bank, 205.x CC, 207.x loans, etc.)
• Vendor Reconciliations — Blue Ridge, Jaeger, Ashpa with running balance + missing invoices identified
• Personal Reimbursements — PRA → Paydown → Zero out in QBO
• Filed in Dropbox — explicit list with full URLs
• Updated in Vendor Payment Tracker — Checkbook Register: Permits Account (x6885)
• Reclassifications at Randall's request
• Month-end: Chase statement downloads (~22), bank/CC reconciliations per account, monthly Reconciliation Report + Profit & Loss
• Property close-outs (sold properties, e.g., 76 Stone Bridge, 2051 Jersey)
• Side tasks (CCI audit, etc.) at bottom
• Closes with sign-off — often a Bible joke or Chase-bank lament

Edmar — auto-generated reports from his app suite

• Body header: "End of Day Report" + "Title: Daily Log: YYYY-MM-DD"
• Each domain section emitted by the corresponding port (1313, 2222, 3333, 4444, 9000) — see tools-systems/edmar-apps.md
• Each section: Summary → counts and totals → per-property/per-utility/per-vendor breakdown → itemized activities with Activity IDs / Bill IDs / Receipt IDs
• Direct QBO transaction links (qbo.intuit.com/app/expense?txnId=...)
• Embedded "Temp Notes" snippets for ad-hoc events
• Ends with Loans + Activity sections

Jenn — narrative log + GDrive folder + PDF attachment

• Body is just a 1-paragraph reference: "Please find the attached end-of-day summary, full details and screenshots are all available on the GDrive, and a PDF summary is also attached"
• One GDrive folder per day (2026.04.24/ etc.) containing:
  • YYYYMMDD_logs.pdf — the narrative day's log (the actual content)
  • Screenshots
  • Source receipts/invoices
  • WhatsApp images
  • QB CSV/XLSX exports
  • Process flow PDFs (Jenn building her own process documentation)
• The narrative log includes:
  • Hector & Crew weekly reconciliation (with calc/pivot/Looker triple-check)
  • PRA reimbursement audits (triple-extraction pattern → [MET step uncertain — pending Q-NEW-21] → VPT)
  • Hector Crew rate card (effective 2026-01-01)
  • Reimbursement parameters (the 7 in-house reimbursees)
  • AI-augmented analysis from Randall (consolidation, Purchase Description policy, Class vs property mapping)
  • GAAP / FASB justifications for accounting decisions

Cross-team handoff visible from the EOD chain

Receipt arrives in WA
  → Mark files to Dropbox (Dropbox-first universal)
  → Edmar (Port 3333) processes: property + cost code + reimbursee + batch + ref#
  → Edmar emits Reimbursement Request file → appears in Edmar's EOD
  → Jenn audits 3× → [MET step uncertain — pending Q-NEW-21] → VPT row at "2. Pending QC"
  → Jenn's EOD logs the audit completion
  → Andrew compliance gate (VPT)
  → Michelle prepares payment
  → Shlomo executes
  → Receipt back to Mark (PAID stamp in Dropbox)
  → Elmie matches to bank feed in QB → categorizes → reconciles
  → Elmie's EOD logs the QB entry, the Dropbox-filed PAID receipt, and the categorization

Every step has a corresponding line in someone's EOD report — making the EOD set itself a daily audit log of VG's money flow.

Why this format works

• Ritchie as constant: ensures one person sees every handoff every day; she's the cross-pollinator and the escalation point
• Per-person Cc patterns reflect oversight chains: Edmar Cc's Jenn (her audit input), Jenn Cc's Shlomo + Rocket Station (third-party VA monitoring), Elmie Cc's Randall (her QB+CCI work needs his attention), Mark stays internal
• Format diversity is appropriate: Mark's terse manifest works because his role is filing-heavy and properties are the natural unit; Elmie's per-account ledger works because QB matching IS account-organized; Edmar's auto-generated structure works because his app outputs deserve consistent rendering; Jenn's GDrive-link approach works because her audit artifacts are heavy (screenshots, CSVs, PDFs) and stay within auth-controlled folders

Notes / open questions

• [GAP] Whether anyone formally archives EODs centrally beyond email (Gmail search is currently the system of record).
• [GAP] How the team handles a missed EOD — e.g., Edmar out sick: does Receipts intake still happen, or does Jenn's audit pipeline pause?
• [GAP] Whether the daily reports flow into any structured downstream system (CCI dashboard, weekly Admin Weekly meeting agenda, etc.) beyond their content being read by Ritchie/Randall.