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

Admin, Accounting & Design Flow

Two connected tracks: Design & Permitting (P0.5) feeds materials orders and vendor invoices directly into the Admin & Accounting pipeline

TYPE Owner Overview
SCOPE Admin · Accounting · IHA/Design
DIAGRAM 2 of 3   DATE 2026-06-23
VG Admin, Accounting & Design Flow SECTION A — DESIGN & PERMITTING (Phase P0.5) IHA team builds all plans; Shlomo approves; Garfinkel signs off; permits issued before construction can begin PROPERTY ACQUIRED D1 DESIGN INTENT Shlomo Owner Sets scope & goals Bedroom/bath targets Major reconfigs D2 IHA BUILDS PLANS Jao Architect — Interiors Kitchen · Wine Bar Vanity · Laundry Plumbing elevations + materials lists Kim Architect — Structural Permit takeoffs Framing · Siding · Electric Tile · Flooring · Trim 21 plan types total D3 APPROVAL LOOP Shlomo Approver Reviews each iteration Requests changes IHA iterates until approved revise D4 STRUCTURAL REVIEW Garfinkel (GDG) Structural / Permit Engineer Structural sign-off Permit-ready plan set Filed to Dropbox D5 PERMITS ISSUED Municipality Building permits approved Plans filed to Dropbox Gate: construction can begin + materials orders placed vendor invoices → SECTION B — ADMIN & ACCOUNTING PIPELINE (continuous across all phases) All invoices, receipts, and labor hours from every vendor and crew member flow through this pipeline regardless of project phase INPUTS Vendor Invoices Field Receipts Labor Hours Bank Feed ① ROUTE & FILE Mark · Ritchie · Jenn WA + Email routing All docs to Dropbox first Classify by type Dropbox · WA · Email ② CODE & ENTER Elmie QB Operator QB entry · WO coding Jenn parallel track VPT encoding QB Online · VPT ③ AUDIT & VERIFY Jenn + Elmie Labor audit · Vendor recon 3× labor verification Vendor statement recon GSheets · Recon Reports ④ COMPLIANCE GATE Andrew Construction PM Approves invoices in budget Queries anything unclear VPT · Dropbox PO Database ⑤ PAYMENT Michelle → Shlomo Payment Spec · Owner Michelle prepares payment Shlomo executes QB · Zelle · ACH · Wire ⑥ CLOSE & RECONCILE Elmie Reconciler Daily bank feed match QB month-end recon + P&L QB Online · Bank Feed Ritchie receives all team EOD reports daily — cross-team handoff visibility and escalation
Design / IHA Track
Route & File
Code & Enter
Audit & Verify
Compliance Gate
Payment
Close & Reconcile
⟵ orange dashed = revision loop
VG Home Buyers LLC
Admin, Accounting & Design Flow · Diagram 2 of 3
2026-06-23 · Owner Overview