VG Home Buyers LLC  ·  Operations  ·  Admin & Accounting Flow  ·  2026-06-23

Admin & Accounting Flow

How money and documents move from intake through coding, audit, payment, and reconciliation — who owns each stage and what systems they use

TYPE Owner Overview
SCOPE Admin · Accounting
OVERSIGHT Ritchie Garcia (daily EOD)
DIAGRAM 1 of 3   DATE 2026-06-23
VG Admin & Accounting Flow Six-stage horizontal pipeline: Route & File → Code & Enter → Audit & Verify → Compliance Gate → Payment → Close & Reconcile INPUTS Vendor Invoices Field Receipts Labor Hours (WA) Bank Feed (daily) → direct to Stage ⑥ ① ROUTE & FILE Mark WA · non-labor invoices & receipts Ritchie Email inbox · Admin manager Jenn WA · labor hours classifier Dropbox · WA Groups · Email ② CODE & ENTER Elmie QB Operator QB entry per transaction Work order coding Jenn parallel track VPT encoding Labor GSheets QB Online · VPT · GSheets ③ AUDIT & VERIFY Jenn Labor Auditor 3× labor hour verification PRA reimbursement audit Elmie parallel track Vendor statement recon Blue Ridge · Jaeger · Ashpa GSheets · Recon Reports ④ COMPLIANCE GATE Andrew Construction PM Approves vendor invoices within approved project budget OK? → pay ↩ query VPT · Dropbox PO Database ⑤ PAYMENT Michelle Payment Specialist Prepares ACH / Zelle / Wire Check prep for review Shlomo Owner · Final execution Approves & sends payment QB · Zelle · ACH · Wire · Check ⑥ CLOSE & RECONCILE Elmie Reconciler Daily bank feed match QB month-end reconciliation Monthly P&L report Transaction query sheet Mark files PAID stamp to Dropbox after payment QB Online · Bank Feed SIX-STAGE PIPELINE — applies across all active properties simultaneously Daily EOD reports flow to Ritchie from all six team members — she is the cross-team handoff visibility point and escalation contact
Route & File
Code & Enter
Audit & Verify
Compliance Gate
Payment
Close & Reconcile
╌ dashed = input routing / parallel tracks
VG Home Buyers LLC
Admin & Accounting Flow · Diagram 1 of 3
2026-06-23 · Owner Overview