Trigger
Weekly recurring project opens
1
Transaction Intake
Staff Accountant
This phase begins when the weekly recurring project opens in Financial Cents. Source documents publish from the intake tool into QuickBooks Online, point-of-sale reports are pulled for clients that use one, and the week's bill payments are processed. Ends with a Role handoff from Staff Accountant to Staff Accountant categorization work. Transferred: all of the week's transactions present in QuickBooks Online. Acceptance criteria: UNKNOWN, the source template does not specify how completeness of intake is confirmed.
PROCESS 1.1
Document Intake Process
Push the week's receipts and documents from Dext to the client's QBO file. Which clients run through Dext varies per client.
End state
Dext queue empty and documents in QuickBooks Online
For clients on a point-of-sale system: log in, download the reports, and keep them for attachment to the related journal entries in QuickBooks Online.
Trigger
Weekly project opens for a point-of-sale client
End state
Current reports downloaded and staged for journal entries
PROCESS 1.2
Bill Payment Process
Run bill pay for the client. Firm templates exist for both Bill.com and QuickBooks Online bill pay setups; the per-client platform is fuel.
Trigger
Weekly project opens
End state
Week's bills paid or scheduled
Inferred activity: whether the client approves payments before release is undocumented and varies per client.
Trigger
Payments staged for release
End state
Approvals confirmed where the client requires them
2
Categorization and Verification
Staff Accountant
Role handoff in
This phase begins with a Role handoff within Staff Accountant work. Transferred: the week's complete transaction set in QuickBooks Online. Acceptance criteria: intake sources are exhausted for the week. Every transaction is reviewed and categorized against the client's chart of accounts, accounts payable is cleaned, and data entry is verified. Ends with the week's books accurate except for items nobody could confidently categorize.
PROCESS 2.1
Transaction Categorization Process
Categorize the week's transactions. The client's chart of accounts is the validation gate; client-specific treatment lives in per-client Loom SOPs.
Trigger
Intake complete for the week
End state
All recognizable transactions categorized
Clear aged and duplicate payables so the ledger reflects real obligations.
Trigger
Categorization pass complete
End state
Accounts payable reflects only real open bills
Second pass over the week's entries for accuracy before anything escalates.
Trigger
Accounts payable clean
End state
Week's entries verified accurate
3
Escalation and Client Communication
Staff Accountant
Role handoff in
This phase begins with a Role handoff from Staff Accountant to Lead Accountant. Transferred: the uncategorized items list in the client's Google Sheet. Acceptance criteria: UNKNOWN, the template does not specify how the lead confirms receipt or resolution. This phase ends the workflow when unknown items are escalated to the lead and, for weekly-cadence clients, sent to the client for answers.
PROCESS 3.1
Uncategorized Items Process
Build the list per the firm's Loom SOP. The template's link to the per-client Google Sheet is a placeholder, which suggests the sheet location is tribal knowledge.
Trigger
Verification pass leaves unresolved items
End state
Uncategorized list current in the client sheet
Role handoff to the lead for review and client-facing framing.
Trigger
Uncategorized list complete
End state
Lead accountant has the week's unknowns
External handoff: clients on a weekly send receive the list directly; other clients get it monthly. The weekly-versus-monthly setting is per-client fuel.
Trigger
Client is configured for weekly sends
End state
Client has the list and can answer the unknowns
WORKFLOW MAP REVIEW
Notes & Assumptions
Sources and confidence
- Built from the Financial Cents "*Weekly Bookkeeping Tasks" template (7 tasks, Staff Accountant and Lead Accountant roles) plus the Session 4 transcript for point-of-sale pulls. TGF Holdings shows roughly ten weekly instances since March, confirming weekly cadence for that client.
- Activities 1.1.2 and 1.2.2 are draft: described in transcripts or inferred, not present in the Financial Cents template.
- The whole map is marked DRAFT pending validation in the mapping session.
Structure notes
- Three phases, below the four-phase guideline. The workflow is a single-owner weekly loop; phases mark its natural stages (intake, categorize, escalate) rather than functional handoffs. Kept natural rather than padded.
- The template is flat (one section, seven tasks); the phase and process structure here is our grouping and needs team confirmation.
Assumptions to verify
- Bill pay placed inside weekly intake on the template's ordering; some clients may run bill pay on a different cadence.
- The uncategorized escalation is modeled as staff to lead to client; the template wording implies the client send can happen without the lead in the loop for some clients.
FOR THE MAPPING SESSION
All open questions (6)
Phase 1: Transaction Intake
Jump to phase ↑- Q2
Which clients run through Dext, and what is the intake path for clients who submit documents another way?
- Q3
Bill pay: which platforms are in use, who approves payments, and where does the client approve anything?
- Q6
Which point-of-sale systems are in play across the client base, and which reports get pulled from each?
Phase 3: Escalation and Client Communication
Jump to phase ↑- Q4
Walk the uncategorized items loop end to end: where does each client's Google Sheet live, what does the lead do with the list, and how do client answers come back in?
- Q5
Which clients get the uncategorized list weekly versus monthly, and where is that setting recorded?
Workflow-wide
- Q1
Is weekly bookkeeping truly weekly for every client, or does frequency vary by tier or client size?