Elmie Bulan is the Reconciler and QB bank feed operator responsible for daily bank feed matching and month-end reconciliation in QuickBooks Online. She manages vendor reconciliation sheets, handles transaction queries, and ensures accurate financial records for VG.
§ 01
Role Overview
Elmie Bulan serves as the Reconciler and QB bank feed operator, responsible for two key pipeline stages: 05 Recorded (daily bank feed matching) and 06 Reconciled (month-end). Her primary workflows include: daily bank feed matching in QBO (matching every bank/CC transaction to a QB entry, attaching receipts or Shlomo screenshots, and assigning account (COGS/WIP/Expense), property, and cost code); month-end reconciliation (full QBO vs. bank/CC statement comparison, property-level WIP balance check, journal entries, monthly reports, and Pivot Table property breakdown); vendor reconciliation sheets for Ashpa, Jaeger, and Blue Ridge Lumber (entering invoices and reconciling against vendor's monthly Statement of Account); Transaction Query Sheet management (logging unresolved transactions and managing escalation chain (Ritchie → Andrew → Shlomo)); second QB review (serving as the second eye on Edmar's QB entries for accuracy); and recurring payments tracker (maintaining a tracker of all recurring payments).
§ 02
Daily Bank Feed Matching Process
01
Initial Login & Setup
Log into QBO, update to ensure all financial data is current; go to Main Bank: Chase 9357 → check the **For Review** tab.
02
Handling Transactions with Matches
Click transaction → check Matched Transaction; verify Payee, Bank Account, Date, Reference Number, Property, Amount, Cost codes, and Attached Receipts; if all match → click **Match**. Non-property-related (Software & Subscriptions, Salaries & Wages, Professional Services): categorize properly, no receipt needed. Property-related: receipts required.
03
If No Match Found
Search Dropbox for transaction; if found → enter in QB, categorize, apply journal entry if needed, apply cost code, attach receipt, match; if not found → ask Mark → if Mark can't find → put in **Query Sheet**.
04
Assigning Queries
Vendor queries → assign to Ritchie; Deposits and bank transfers → assign to Shlomo.
05
Temporary Lodging
Delayed receipts (property-related) → `94.0 Other Expenses`; Unknown bank transfers → `101.26 Temporary Account for Bank Transfers`; Unknown deposits → `101.29 Temporary Holding Account for Bank Deposits`.
06
Finalizing and Cleaning Up
Properly categorize transactions; move from temporary accounts to designated accounts; update Query Sheet.
07
Final Audit Preparation
Review transactions under 'Categorized' tab; identify and delete duplicates; proceed with reconciliation.
§ 03
Side Tasks and Daily Output
- Side tasks: Update Project and Customer fields in QB; Audit PRA files; Audit for duplicate entries; Organize and file documents in Dropbox; Upload merged Statements of Account for Ashpa, Jaeger, and Blue Ridge; Audit all QB transactions; Monitor Jaeger Lumber account
- Daily output: EOD report to Ritchie + Randall (Cc: none) with subject `EOD.YYMMDD` (occasional `YYYY.MM.DD_EOD`), including: Task of the Day! → Matched & Categorized Transactions (by QB account) → Vendor Reconciliations → Personal Reimbursements → Filed in Dropbox manifest → Updated VPT — Checkbook Register → Reclassifications → Side tasks (CCI audit, property close-outs, monthly reports) → Closing: 'Goodnight! Elmie' (often with a Bible joke or Chase-bank lament)
§ 04
Credit Card Reconciliation
01
Pull Monthly Statement
Pull the monthly credit card statement (e.g., 4948, 5524, 7135).
02
Match Line Items
Match each line item from the statement against QB transactions (expenses, bank charges, reimbursements).
03
Record Missing Transactions
Identify and record any missing transactions before reconciling.
04
Record Payments
Record credit card payments as a **CC payment from the bank account to the CC liability account** (not as an expense, to avoid double-counting).
05
Verify
Verify: all charges properly categorized; CC balance in QB matches statement balance; no expenses double-counted between bank and CC feeds.
§ 05
Monthly Close-Out Work
- Download all Chase statements (~22) → Dropbox EOM folder (e.g., `202603EOM Chase`)
- Reconcile each Chase account separately: Beginning / Deposits / Withdrawals / Fees / Ending
- Reconcile each credit card (4948, 5524, 7135, etc.) using Credit Card Reconciliation Sub-Flow
- Generate **Monthly Financial Report** with Reconciliation Summary + Profit & Loss → Google Drive + Dropbox
- Identify 'NO Invoices/Receipts' list (placeholder code `205.64` or `94.0 Other Expenses`)
- Property close-outs for sold properties (uses YNAB filtered by property + Dropbox + GSheets close-out workbook)