VG Home Buyers LLC · Authorization Reference

Who Approves What

Authorization gates, spending limits, and role responsibilities across the VG construction process

May 6, 2026 · Internal · Not for Distribution
People Reference
Dual Role
Field Manager + Project Manager
Andrew
Day-to-day site operations, WO execution, vendor coordination, budget oversight, WO authorization, and compliance review. Andrew holds both the FM and PM roles at VG.
Principal
Shlomo
Financial authorization, strategic decisions, final payment release
Bookkeeper
Edmar
QB entry, financial records
Office Support
Michelle
Payment prep, vendor management
Accounting
Elmie
Bank reconciliation, monthly close
Approval Flow
The 5-Gate Approval Chain
Gate 1
Work Authorization
Who
Andrew (PM)
When
Before work begins
Approves
Scope of work, WO assignment, contractor selection
Limit
Within approved project budget
→ Signed WO or verbal log in VPT
›
Gate 2
Invoice Quality
Who
FM (Andrew)
When
Invoice received, before VPT entry
Approves
Work performed, amount matches WO, cost code correct
Limit
Quality check only
→ VPT row: REVIEWED
›
Gate 3
PM Compliance
Who
Andrew (PM)
When
Invoice in VPT as REVIEWED
Approves
Budget compliance, duplicate check, authorization trail
Limit
>10% over WO budget escalates to Shlomo
→ VPT: APPROVED or HOLD
›
Gate 4
Payment Prep
Who
Michelle
When
Row is APPROVED
Approves
Vendor payment details, method, timing
Limit
Batches only — no single payment
→ Batch submitted to Shlomo
›
Gate 5
Principal Authorization
Who
Shlomo
When
Payment batch ready
Approves
Final financial release — all checks and ACH
Limit
No limit (principal authority)
→ Payment issued
Individual Scope
What Each Person Can Authorize Alone
Andrew
FM + PM
Can authorize
  • Work orders within approved project scope
  • Contractor day labor within WO budget
  • Material purchases < $2,500 per item
  • Change orders that don't exceed WO budget
Cannot authorize alone
  • New WO creation (scope expansion)
  • Payments > $5,000
  • Any single expense > WO baseline budget
  • Personnel changes
Escalates to: Shlomo
Shlomo
Principal
Can authorize
  • All payments
  • New WO scope additions
  • Budget amendments
  • Lender draws
  • Personnel decisions
  • Contract modifications
Always notified of
  • Weekly budget summary
  • Any HOLD items
  • Any expense > $1,000 over budget
Does not handle
  • Day-to-day field decisions
  • Sub coordination
  • Material sourcing
Quick Reference
Authorization by Item Type
Item Type Under $500 $500 – $2,500 $2,500 – $10,000 Over $10,000
Materials — in-scope WO Andrew Andrew Andrew + note to Shlomo Shlomo approval
Materials — out-of-scope Andrew + VPT note Shlomo approval Shlomo approval Shlomo approval
Sub labor — in-scope WO Andrew Andrew Andrew Shlomo approval
Sub labor — new scope Shlomo approval Shlomo approval Shlomo approval Shlomo approval
Emergency repair Andrew (24hr notify) Andrew (24hr notify) Shlomo approval Shlomo approval
Equipment rental Andrew Andrew Shlomo approval Shlomo approval
Permits / fees Andrew Andrew + Shlomo notify Shlomo approval Shlomo approval
Contractor deposit Shlomo approval Shlomo approval Shlomo approval Shlomo approval
Andrew alone
Joint / notify
Shlomo approval required
Escalation
When to Escalate Immediately

These situations require immediate notification to Shlomo — do not hold for the next batch cycle.