VG Ops · property-capture-flow · Flow Diagram · 2026-05-15

Property Capture Flow The six-stage intake pipeline for property-related items

Stream property-capture-flow
Owner Jenn
Trigger Items arrive via WhatsApp, email (converted to WA), or paper; triggered by a message, email, or envelope
SLA N/A
The six-stage pipeline for processing property-related intake items, including four parallel streams for actioned items.
§A
Arrives
Item enters the business through a channel.
01
Item arrives
via WhatsApp, email (converted to WA), or paper
N/A
02
Item is untyped
Raw item in channel
N/A
§B
Routed
First-touch person routes the item to the correct next step.
01
Item appears in channel
Router's channel
Router
02
Router files in Dropbox
For invoices (Mark's first action)
Mark
03
Router routes to Stage 03
Based on item type
Router
§C
Classified
Item is tagged with stream and sub-type to determine the path.
01
Item is classified
By Jenn
Jenn
Decision Point
02
Which stream?
Stream 01, 02, 03, or 04
Jenn
§D
Actioned
The real work per stream; four parallel paths.
Stream 01
Admin check
Mark/Ritchie
VPT entry
Mark/Jenn
Andrew approves
Andrew
Michelle prepares
Michelle
Shlomo pays
Shlomo
Stream 02
Match transaction
Elmie
Review details
Elmie
Attach proof
Elmie
Assign account/property/cost code
Elmie
Stream 03
Name & sub-type
Mark
Action-first (if applicable)
Mark
Extract data (if applicable)
Ritchie/Mark
File to folder
Mark
Stream 04
Hector posts hours
Hector
Jenn screenshots and forwards
Jenn
Edmar plots hours
Edmar
Edmar encodes on VG Hector's Crew WE
Edmar
Jenn audits
Jenn
Edmar encodes in VPT
Edmar
Michelle/Shlomo process payment
Michelle/Shlomo
§E
Recorded & Reconciled
Item lands in system of record and is periodically reconciled.
01
Item recorded
In system of record (Dropbox, VPT, QB, etc.)
Owner
02
Reconciliation
Daily (bank feed) and month-end (full)
Elmie
⏱ Daily for bank feed, month-end for full
Trigger / End
Action Step
Decision
System / Record
Exception Path
Gap — unconfirmed
Open Gaps in this Diagram
· Q03: Channel inventory
· Q09: Ritchie email inbox org
· Q11: Unknown routing fallback
· Q17: Payment portal mechanics
· Q19: Reimbursement request details
· Q20: Missing invoice information
· Q21: Shlomo screenshot location
· Q23: CC vs bank flow differences
· Q25: Sub-type owners
· Q29: Retention tag
Source: reference/operations/workflows/intake/pipeline.md
VG Home Buyers LLC Property Capture Flow 2026-05-15