VG Ops · Playbook · 2026-05-05

The Pipeline The six-stage spine that every intake item flows through, regardless of stream. Reference document for diagrams and onboarding.

Version 2026-05-05
Owner VG Operations Team
Streams 4
Gaps 16
The six-stage spine that every intake item flows through, regardless of stream. Reference document for diagrams and onboarding.
§ 01
The Pipeline
01
Arrives
An item enters the business through a channel.
02
Routed
A first-touch person sees the item and hands it off to the right next step.
03
Classified
The item is tagged with its stream and sub-type. This determines the rest of its path.
04
Actioned
The real work. This stage looks completely different per stream.
05
Recorded
The item lands in its system of record. Permanent home.
06
Reconciled
Periodic check that the books and the systems agree. Closes the loop on every stream.
§ 02
Streams
Stream 01
Stream 01 — Money Out, Triggers
Trigger Something arrived (or a date rolled around) that means we owe money.
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
Stream 02
Stream 02 — Money Out, Proofs
Trigger Money already moved — confirm, match, and close the loop.
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 Documents whose primary job is to *exist somewhere findable*.
Owner Mark, Ritchie
SLA N/A
01 Name & sub-type
02 Apply naming convention
03 Action-first (if applicable)
04 Extract data (if applicable)
05 File to folder
06 Retention tag
Stream 04
Stream 04 — Operational Logs
Trigger Continuous data from the field — labor hours, receipts, work orders.
Owner Hector, Jenn, Edmar, Elmie
SLA Weekly (labor hours submission on Wednesdays)
01 Hector posts hours to property WA group
02 Jenn screenshots and forwards
03 Edmar plots hours
04 Edmar encodes on VG Hector's Crew WE
05 Jenn audits
06 Edmar encodes in VPT
07 Michelle / Shlomo process payment
08 Elmie reconciles splits
§ 03
Roles
Role Name Streams Responsibilities
Mark WA Router (general) All First-touch on non-labor WhatsApp; files invoices to Dropbox before routing
Jenn WA Router (labor) + Classifier All Routes labor submissions; classifies all items into workflow streams; audits labor AP
Ritchie Admin Manager & Executive Assistant All Manages email inbox; converts email items to WA posts; first-line investigator for unresolved transactions
Edmar QB Operator + Verifier All All QuickBooks entries; labor GSheets; VPT encoding; work orders
Elmie Reconciler All Daily bank feed matching; month-end QBO reconciliation; Transaction Query Sheet
Michelle Payment Specialist Stream 01 Prepares payments (ACH/Zelle/Wire/check) for Shlomo to execute
§ 04
Gaps
  • All Complete tool inventory (Q02)
  • All Complete channel inventory (Q03)
  • All Who else touches workflows? (Q04)
  • All Which stream first, and who is the diagram for? (Q05)
  • All Jenn's classification criteria (Q12)
  • All What Jenn adds during classification (Q13)
  • Stream 01 Payment execution mechanics (Q17)
  • Stream 02 Where Shlomo posts payment screenshots (Q21)
  • Stream 02 CC vs bank flow differences (Q23)
  • Stream 04 JJ Crew allocation (Q-NEW-11)
VG Home Buyers LLC The Pipeline 2026-05-05