Business terms, abbreviations, and shorthand used at VG. Each entry is sourced from confirmed
process documentation or team communications. Use the alphabet bar to jump to a section, or
search to filter by term name.
A
Admin Group Chat
→ See VG: Admin Junkie. → See VG: Admin Junkie.
AP Inbox (WA)
WhatsApp groups where payment-related items (invoices, receipts, payment confirmations) are posted. "AP inbox" is informal shorthand — not a single chat but a category of chats used for accounts-payable communications. Elmie checks these when investigating unmatched bank feed entries.
Approved PO Database
The register of authorized purchase orders that vendor invoices get matched against during verification. This is Section A (columns A–I) of each VPT row, not a separate tool. The PO is entered when the PM approves in WhatsApp, before any invoice arrives.
B
Bank Feed
The automated pull from bank accounts into QuickBooks. Each entry corresponds to a real money movement and needs to be matched against either a recorded bill (Stream 01) or a payment proof (Stream 02). Elmie matches the feed daily.
Big 3 / Big 3 Vendors
Three high-volume lumber/materials suppliers who extend credit to VG: Blue Ridge Lumber, Ashpa, and Jaeger. They account for enough volume that reconciliation runs against their monthly statements of account rather than per-invoice. Each has a dedicated Vendor Reconciliation Sheet. *Note: Advanced Flooring and Blue Eagle are also volume/credit vendors — sometimes included in a "top 5" grouping.*
Bill Payment
A QuickBooks entry type. Used specifically for labor crew AP runs — when Edmar records the combined weekly Hector/Buildesign payment. Distinct from a standard "Bill" (used for individual vendor invoices).
Buildesign
Labor subcontractor. Files labor hours weekly; paid through the same 19-step process as Hector's Crew. Sometimes listed separately, sometimes grouped with Hector Crew.
C
Capture form
A markdown template in `vg/workspaces/estimating/capture-forms/` that holds the variables introduced at one specific timing event in the property intake lifecycle. One form per timing event: Form 00 (pre-contract), Form 01 (walkthrough), Forms 02–07 (engineering deliverables), Form 08 (owner selections), Form 09 (PM field decisions), Form 10 (environmental). Each form's values flow to the VG Estimating Intelligence sheet's INPUTS tab.
CC Authorization Form
A form authorizing a credit card charge. Treated as an action-first record (fill out and return, then file).
E
Edmar into QB
Shorthand for the process where Edmar takes routed/classified items and creates the corresponding entries in QuickBooks. Specifically used for work orders and bill entries.
Email Router
The role of being first-touch on emailed items. Currently performed by Ritchie (female). Note: Email is not a direct intake channel for most streams — when someone receives an invoice by email, Ritchie or the recipient posts it to the appropriate WhatsApp group before it enters the routing flow. WhatsApp is the single routing intake point.
EOD report
End-of-Day report. Daily email each admin team member sends to summarize the day's work. Ritchie is always a recipient. Per-person formats and distributions documented in `reference/operations/admin-eod-reports.md`.
F
Finance Charge (FC)
Per-vendor credit charge that accrues on unpaid balances with volume/credit vendors (e.g., Blue Ridge Lumber). Tracked separately from invoice amounts in the Vendor Reconciliation Sheet. Column E in the recon sheet is the FC label; Column F is FC + Remaining Balance.
I
Intake variable
A single named input that feeds an estimating formula or a permit / acquisition decision (e.g. `sqft_above_grade`, `foundation_type`, `window_grade`). Captured on a capture form at its earliest reliable timing event. Variables are defined two ways: by WO category in `cost-codes/agent-summary-variables.md` (formula-side view) and by capture moment in `cost-codes/intake-variable-registry.md` (variable-side view).
Intake variable registry
The canonical variable-side reference at `vg/reference/cost-codes/intake-variable-registry.md`. Lists every intake variable with its description, options, owner, first capture form, refinement chain, and consuming WO codes. Read this when reconciling a value, adding a new variable, or deciding which form should hold a piece of data. Companion to `agent-summary-variables.md`.
In-house bypass approval
~~Retired 2026-05-04.~~ Previously: because labor crews (Hector, Buildesign, JJ) were Shlomo-originated (Track B), Andrew's compliance gate was bypassed and Ritchie confirmed VPT entries in Admin Junkie instead. Track B is now eliminated — all labor crew payments go through Andrew's review. Ritchie's Admin Junkie acknowledgment step no longer serves as an approval bypass.
J
JJ Crew / J&M Contractors
Labor subcontractor (JJ is the crew lead). ⚠️ Updated 2026-05-04: JJ is now paid via scope-of-work (flat fee), not labor hour submissions. No labor bills submitted for approximately 2 months. The 19-step labor hours process no longer applies to JJ; Hector's Crew still submits labor hours. See `streams/04-ops-data.md` Sub-flow B.
M
Master Expense Tracker (MET)
Google Sheet at `bit.ly/40rgGpJ`. ⚠️ Status updated 2026-05-04: MET's role as an upstream QB-feeding staging tool has been deprecated. It is now a downstream export/report derived from QB data — not an input to it. The Mark/Vanessa → MET → Edmar → QB coding flow is eliminated (Vanessa was let go; Mark now files only; Edmar codes directly into QB). Jenn's reimbursement audit log use is being reviewed. See `tools-systems/master-expense-tracker.md`.
N
N/A Deposit, QC APPROVED
A VPT row marking applied by Mark to the first payment line of a SOW when that line is a deposit/downpayment. Because no work has been performed yet, the FM quality check (`Approved for Quality`) is not applicable — this marking flags the row as having skipped the QC gate for a legitimate reason. Allows the payment to proceed through the approval chain without a field manager sign-off.
O
Owner selection
A finish, material, grade, or appliance choice that the property owner makes (cabinet grade, countertop material, appliance grade, paint coats, etc.). Captured on Form 08 (owner selections) in the capture-forms set. Owner selections drive the largest cost multipliers in P2 systems and P3 finishes; they are the highest-leverage variables Shlomo controls personally.
On Stmt?
A field in Vendor Reconciliation Sheets (Column K). YES/NO flag indicating whether a given invoice appears on the vendor's monthly Statement of Account. The reconciliation gate — an invoice must appear on the vendor's statement before it can be marked ready for payment.
OPRA (Open Public Records Act)
New Jersey law allowing the public to request government records. VG uses OPRA to obtain property record cards and check for code violations on properties being acquired. Mark handles OPRA requests: researches block & lot, submits via the appropriate county portal, files documentation in Dropbox, and reports violation status back to Ritchie. ## Adding a term When a new term appears in inputs: 1. Add it here with whatever's known 2. Mark the rest as `[GAP]` 3. If it's substantial (a tool, a person, a process), also create a dedicated entry in the appropriate file
P
Pending QC (VPT status `2. Pending QC`)
The VPT status assigned after a reimbursement is fully audited (Jenn) or after a vendor invoice has had admin accuracy check (Mark/Jenn). The next gate is the FM/Andrew quality/compliance approval. See `tools-systems/vpt.md` Invoice Status Lifecycle.
Personal Reimbursement Account (PRA)
QB account in the 208.x series acting as a clearing account between an in-house person who paid for a business expense personally and the actual vendor. Each receipt records `Dr [cost code] / Cr 208.XX (PRA — person)`; reimbursement records `Dr 208.XX / Cr Bank`. Active PRAs: 208.10 J&M Contractors (JJ), 208.11 Herson, 208.12 Buildesign (Marcos), 208.13 Brian Zichelli, 208.14 Andrew Balliet, 208.15 Hector. Convention is GAAP-grounded (FASB ASC 705-20).
Pre-contract (Form 00)
The first capture form in the property intake set, filled at offer (placeholders from MLS / Shlomo) and again under contract (confirmed from title, assessor, and inspection). Holds property identity, legal/zoning, existing utilities, deal terms, and early risk flags. Companion to the property intake checklist HTML guide.
Property intake
The end-to-end process of capturing every variable a property contributes to the estimating system. Spans capture forms 00–10 plus the property-data-lifecycle and property-intake-checklist HTML guides. The variable-side reference is the intake variable registry. Distinct from the four-stream operations *intake* (money out triggers, money out proofs, records, ops data) covered in `reference/operations/workflows/intake/`.
PO
— Purchase Order. See "Approved PO Database."
Property Chat
A WhatsApp chat, one per active property, where field updates, receipts, and property-specific items are posted. Referenced as a source channel for vendor invoices (Mark receives them here). Named by property address.
P&S
Purchase and Sale agreement. The contract between VG and the seller/buyer for a property transaction. Mark checks Dropbox for the P&S when researching block/lot for an OPRA request, since the P&S typically contains property identifiers.
POF
Proof of Funds. A document submitted by a buyer alongside an offer, verifying they have the cash/financing to complete the purchase. Filed in the offer's dedicated Dropbox folder.
Project Admin Calendar
A calendar or scheduling tool that Mark updates when inspection schedules are confirmed. System not yet identified — may be Google Calendar, a shared calendar, or a separate schedule sheet.
Promissory Note
A formal loan document VG issues when lending money. Mark creates these from a standard template, filling in loan amount, borrower info, date, subject property, maturity date, and additional details. Forwarded to Rix for review before filing in Dropbox.
Punchlist
A numbered list of property issues raised by buyers at or near closing. Each item has a location description and is tracked as open/CLOSED. Mark maintains these as Google Docs per property, including "After" sections for completion documentation and non-visual items (keys, manuals, garage openers).
Q
QB / QuickBooks
The accounting system of record. All bills, expenses, deposits, and bank transactions live here. Operated primarily by Edmar; Elmie reads it for reconciliation.
Queries GSheet
→ See Transaction Query Sheet.
R
Reimbursement Request (file)
A `Reimbursement_Request_YYYY-MM-DD.txt` file emitted by Edmar's Port 3333 (Receipts app) for each reimbursement batch. Lists every line item (property, vendor, cost code, batch + ref#, amount). Becomes Jenn's audit input — she reconciles its totals 3× before posting to MET.
Rocket Station
Staffing agency that provides Jenn (Jennifer Ong) as a Virtual Assistant to VG. Receives Cc on Jenn's daily SOD/EOD reports at `dailyreports@rocketstation.com`. See `tools-systems/rocket-station.md`.
Reconciliation Sheets
Google Sheets used by Elmie during reconciliation. Two distinct tools: 1. Standard reconciliation — Elmie works directly in QuickBooks Online for daily bank feed matching and month-end reconciliation. Not a standalone GSheet. 2. Vendor Reconciliation Sheets — separate per-vendor sheets for volume/credit vendors. See that entry.
Return to Sender (RTS)
What happens to an item Jenn determines doesn't belong or can't be processed — it goes back to whoever submitted it.
Running Balance
The current outstanding balance on a Vendor Reconciliation Sheet. Live unpaid invoices accumulate here. The "Running" sheet tab in each vendor's workbook shows the current new balance, carryover from prior period, and total outstanding.
S
Scope multiplier
A coefficient that scales a base cost depending on the work type chosen for a WO. Examples: `demo_scope` (partial = 0.6 / selective = 0.8 / full = 1.0); `hvac_scope` (repair = 0.3 / replace = 1.0 / new = 1.2); `drywall_scope` (patch = 0.3 / partial = 0.6 / full = 1.0). Documented per WO in `cost-codes/agent-summary-variables.md` and listed by name in `cost-codes/intake-variable-registry.md`.
SOW (Statement of Work)
An incoming vendor contract document that includes a scope of work and a payment schedule (with each line item being a separate payable milestone). When a SOW arrives via WA, Mark files it in Dropbox and enters each payment schedule line as a separate VPT row. Note: The VPT system also refers to a "Link to SOW" column (Column I of each row). The relationship between the SOW Mark receives and the Work Orders Edmar creates needs clarification — they may be the same document at different stages, or separate.
Statement of Account
A periodic summary from a vendor (especially volume/credit vendors) listing all transactions over a period. Used as a reconciliation trigger — VG verifies its books match the vendor's records. The "On Stmt?" column in each Vendor Reconciliation Sheet tracks which invoices have appeared on the statement.
Stream
One of the four organizing categories every intake item lands in: - 01 Money Out, Triggers - 02 Money Out, Proofs - 03 Records - 04 Operational Logs See `reference/operations/workflows/intake/streams/` for full definitions.
T
Triple-audit (Jenn's pattern)
Jenn's standard reimbursement audit method — three independent extractions of receipt amounts: macOS Automator + manual reading + tool-based extraction. Items that don't match across all three attempts are highlighted yellow and resolved before MET entry. Catches OCR errors and ensures Edmar's Port 3333 totals balance before VPT entry.
Track A / Track B
(approval tracks) ~~Retired 2026-05-04.~~ Single approval track now in effect. Previously: Track A (construction) required Andrew approval; Track B (Shlomo-originated: due diligence, selling, finance, overhead, reimbursements, in-house labor crews) bypassed Andrew. Shlomo changed policy — all items including labor bills, Shlomo's own reimbursements, and Andrew's own reimbursements now go through Andrew's review.
Transaction Query Sheet (Queries GSheet)
Google Sheet managed by Elmie. Parking lot for bank feed transactions that can't be matched or identified. Each row is one unresolved transaction. Statuses (prefixed for sort order): `1Open`, `2Waiting`, `3InfoRec`, `5Pend`, `9Done`, `Reciept Needed`, `FiledUnkown`. Escalation via comment tags: Elmie → Ritchie → Andrew → Shlomo. Batch resolution at Wednesday weekly budget meeting.
Temporary Account
A QuickBooks holding account Elmie uses when a bank feed transaction can't be identified or matched. The entry parks here until it can be resolved and properly assigned. Distinct from an error — it's a deliberate placeholder.
V
VAR-XXX####
(VPT reimbursement reference number) (VPT reimbursement reference number) The reference number format Jenn uses when creating VPT rows from MET-audited reimbursement batches. Example: `VAR-GWN3036`. Prefix encodes the reimbursement source; suffix is sequential. Distinct from vendor invoice reference numbers (which use the actual invoice number).
VG Docs to File (Andrew/JJ/...)
WhatsApp groups where in-house people drop personal-CC receipts for reimbursement processing. Person-specific channels: `VG Docs to File (Andrew)` for Andrew Balliet's receipts; `VG Docs to File (JJ)` for J&M Contractors' receipts. Other reimbursees (Brian, Hector, Herson, Marcos, Shlomo) likely have their own per-person channels. [GAP: confirm exact group names per person]
Vendor Reconciliation Sheet
A per-vendor rolling A/P ledger used for volume/credit vendors. One workbook per vendor (Blue Ridge Lumber, Ashpa, Jaeger, Advanced Flooring, Blue Eagle). Tracks every invoice, cumulative balance, finance charges, per-property allocation, statement matching, and payment events. Sheet structure within each workbook: `Running` (live balance), `[Month YYYY]` (current period), `[Date]_PAID` (payment event archives), `Resource` (reference data), `ALL` (full invoice history).
VG: Admin Junkie
Primary WhatsApp admin coordination group chat. Functions as the hub for internal coordination that doesn't belong to a specific property: Jenn routes labor screenshots here, Edmar posts VPT reference numbers here for in-house bypass approval, audit confirmations are posted here.
VG: Docs to File (Shlomo)
WhatsApp group where Shlomo receives records and financial summaries. Jenn sends audit trail totals here for AP runs. Shlomo posts payment screenshots here (Stream 02 trigger).
VG: [Address] (Hector's Bills)
Per-property WhatsApp groups where Hector submits weekly labor hours (e.g., `VG: 52 Wildwood (Hector's Bills)`). Ritchie and Shlomo also post payment confirmations here.
Volume / Credit Vendor
A vendor that extends credit to VG rather than requiring payment on each delivery. VG accumulates a running balance. Vendors send monthly statements; VG is expected to pay monthly — not only when a property sells. Failure to pay monthly can lead to account suspension and accrued interest. Reconciliation runs against the vendor's monthly Statement of Account. VG's volume/credit vendors: Blue Ridge Lumber, Ashpa, Jaeger, Advanced Flooring.
Note:
Blue Eagle (Pedro, siding and roofing) is NOT a volume/credit vendor — he almost always requires immediate payment.
VPT (Vendor Payment Tracker)
VG's combined approved-PO register and invoice-to-payment tracker. A Google Sheets workbook. Every vendor payment commitment gets a row; that row tracks the item from PO entry through multi-stage approval to payment execution. - Section A (cols A–I): Approved PO register — entered when PM approves in WhatsApp - Section B (cols J–AD): Invoice tracker — invoice entry through payment/reconciliation Full detail: `reference/tools-systems/vpt.md`
W
WA / WhatsApp Router
The role of being first-touch on WhatsApp items. Two lanes: - WA Router (general) — Mark - WA Router (Labor) — Jenn
Work Order
A formal authorization for work to be done. Andrew creates them in Google Docs (not Edmar — corrected Q33, 2026-04-30). Individual vendor SOWs (signed trade contracts) are child documents ordered *within* a work order. A Work Order Tracker to manage status across properties is planned but not yet built. ---