Trigger
Review project signaled ready
1
Internal Review
Lead Accountant + Controller
Role handoff in
This phase begins with a Role handoff from Staff Accountant to Lead Accountant. Transferred: the reconciled close with refreshed reports. Acceptance criteria: the first review task checked in Financial Cents. Adjusting entries post, the lead runs the initial review against the firm's internal notes template, and the controller runs final review. Ends with financials both reviewers are willing to put in front of the client.
PROCESS 1.1
Lead Review Process
Post the month's adjusting entries in QuickBooks Online.
End state
Adjusting entries posted
Lead-level review of the adjusted statements.
Trigger
Adjusting entries posted
End state
Initial review complete with issues resolved or noted
Work the firm's internal notes checklist tailored to the client: reconciliation status, aging uncleared items, receivables over 90 days, undeposited funds clearing, inventory ties, and trend checks.
Trigger
Initial review complete
End state
Internal review notes filed on the client
PROCESS 1.2
Controller Review Process
Controller-level review and approval of the month's package.
Trigger
Lead review and internal notes complete
End state
Financials approved for client delivery
Inferred activity: how controller findings route back for correction is undocumented.
Trigger
Final review finds issues
End state
Exceptions resolved and re-reviewed
2
Client Narrative
Lead Accountant
Role handoff in
This phase begins with a Role handoff from Controller to Lead Accountant. Transferred: approved financials. Acceptance criteria: final review complete with no open exceptions. The client-facing summary is generated with the firm's standing AI prompt and checked before delivery. Ends with a client-ready narrative alongside the report package.
PROCESS 2.1
External Notes Process
The firm's prompt fills the client email template: portal availability, profit or loss for the month, cash position from total bank accounts, and year-over-year metrics rounded to the nearest hundred.
Trigger
Financials approved for delivery
End state
Draft external notes generated
Inferred activity: check the AI summary's numbers and framing before it reaches the client.
Trigger
Draft notes generated
End state
Narrative verified accurate
3
Delivery and Client Touch
Lead Accountant + Controller
Role handoff in
This phase begins with a Role handoff within Lead Accountant work. Transferred: approved financials plus the verified narrative. Acceptance criteria: package complete for the month. Reports upload to the client portal and the Drive archive, the delivery goes out through the portal, and top-tier clients get their controller call scheduled. This phase ends the workflow when the client has the month's package and any tier-entitled call is on the calendar.
PROCESS 3.1
Report Delivery Process
The Drive folder is the firm's historical catalog of finalized reports.
Trigger
Package verified
End state
Reports in the portal and the Drive archive
External handoff: the client receives the month's package and narrative through the Financial Cents portal.
Trigger
Reports uploaded
End state
Client notified with the full month package
PROCESS 3.2
Controller Call Process
Top tier only: Google Calendar appointment scheduler link, call window from the 25th to the 10th.
Trigger
Package delivered to a top-tier client
End state
Client has the scheduling link
Inferred activity: the call itself, its agenda, and its outputs are undocumented in the source material.
Trigger
Client books a slot
End state
Monthly call held and outcomes captured
Per the template: if the client books no call three months running, reach out directly.
Trigger
Three months with no call booked
End state
Client contacted and cadence reset or adjusted
WORKFLOW MAP REVIEW
Notes & Assumptions
Sources and confidence
- Built from the Financial Cents "**Monthly Client - Review" template (9 tasks; Lead Accountant, Controller, and Staff Accountant roles). TGF Holdings shows monthly review instances since March.
- Activities 1.2.2, 2.1.2, and 3.2.2 are draft: inferred connective tissue the template implies but does not state.
- The whole map is marked DRAFT pending validation in the mapping session.
Structure notes
- Three phases, below the four-phase guideline; the workflow is one month-cycle deliverable with three natural stages. Kept natural rather than padded.
- The template names the tier for controller calls as "Platinum only" while the welcome packet masters name Basic, Full Service, and Premium tiers. The tier lineup needs reconciliation; "top tier" is used throughout this map until resolved.
Assumptions to verify
- The controller is assumed to review every client's financials monthly. Smaller tiers may skip controller review entirely.
- Client responses to the delivered package (questions, corrections) have no documented return path into the books.
FOR THE MAPPING SESSION
All open questions (5)
Phase 1: Internal Review
Jump to phase ↑- Q2
Does every client get controller final review each month, or do lower tiers skip it?
- Q3
When the controller finds issues in final review, how do they route back to the lead and staff?
Phase 3: Delivery and Client Touch
Jump to phase ↑- Q4
What happens when a client replies to the delivered financials with questions or corrections?
Who owns that thread?
- Q5
What does the monthly controller call cover, and what outputs come from it?
Workflow-wide
- Q1
Confirm the current tier lineup and what each tier includes. The sources conflict: Basic, Full Service, and Premium appear in welcome packets while the review template says Platinum only for controller calls.