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 when the week's intake is complete for categorization.
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. Per-client intake context, including software beyond QBO such as Dext or third-party bill pay, receipts required-or-optional policy, and deposit pre-entry requirements, is captured on the Client Overview Questionnaire.
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 Pay and Invoicing Process
Run bill pay for the client on that client's platform. Current platform variants include Bill.com, QuickBooks bill pay, and ACH through the client's bank.
Trigger
Weekly project opens
End state
Week's bills paid or scheduled
Confirm staged payments with clients that require approval before release. Inferred: whether and how each client approves is undocumented and varies per client.
Trigger
Payments staged for release
End state
Approvals confirmed where the client requires them
Process invoicing for clients that subscribe to the add-on. Invoicing differs per client, so the template is assigned and tailored by deleting non-applicable tasks.
Trigger
Weekly project opens for a client with invoicing
End state
Week's client invoices processed on the client's platform
2
Categorization and Verification
Staff Accountant
This phase begins when the week's intake completes; carried forward: the week's complete transaction set in QuickBooks Online; entry 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. Questionable transactions are coded to Ask My Accountant during categorization. Includes a second accuracy pass over the week's entries before escalation.
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
Tag the lead inside the weekly Financial Cents task so they know Ask My Accountant items are waiting for review.
Trigger
Categorization and accounts payable cleanup complete with unresolved items remaining
End state
Lead notified inside Financial Cents
3
Escalation and Client Communication
Lead Accountant + Staff Accountant
Functional handoff in
This phase begins with a Functional handoff from Staff Accountant to Lead Accountant. Transferred: the Ask My Accountant items in the client's QuickBooks file plus the Financial Cents tag. Acceptance criteria: lead acknowledges the tagged weekly task. This phase ends the workflow when unresolved items are in front of the client with a review notification. Unanswered items roll into the financials, are re-listed in the monthly report send, and get pushed hard at year end; unresponsive nonprofit contacts escalate to the board.
PROCESS 3.1
Ask My Accountant Review Process
Review the Ask My Accountant account and resolve transactions the lead recognizes, leaving notes back to staff where needed.
Trigger
Lead tagged on unresolved items
End state
Known transactions resolved or noted for staff
Move items the lead cannot answer to Uncategorized. For clients with the Financial Cents month-end close feature enabled, the Uncategorized account syncs to Financial Cents for client review.
Trigger
Known items resolved
End state
Unresolved items staged for client review
External handoff: the lead manually pushes the review notification for immediate sends, or Financial Cents sends the scheduled automatic reminder on the client's set day. Clients with the month-end close feature enabled receive the notification from Financial Cents.
Trigger
Unresolved items moved to Uncategorized
End state
Client notified that transactions need review
PROCESS 3.2
Weekly Reporting Process
Run the pre-set QuickBooks report after coding completes, export it, and attach the PDF to an email for subscribed clients.
Trigger
Weekly coding complete for a subscribed client
End state
Client has the weekly report PDF
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 2026-07-07 workshop validated the Ask My Accountant escalation path and identified ATDS as the better validation client for bill pay and invoicing.
- Process 3.2 (weekly reporting) traces to the 2026-07-07 workshop (pre-set QuickBooks report exported and emailed for subscribed clients); it is not in the FC weekly template.
- The whole map is marked DRAFT pending the follow-up review session (~2026-07-14).
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.
- Process 3.2 is intentionally a single-activity process because weekly reporting is a client-conditional output with its own trigger, artifact, and recipient.
Assumptions to verify
- Bill pay placed inside weekly intake on the template's ordering; some clients may run bill pay on a different cadence.
- Function split applied (2026-07-07 workshop): staff accounting, lead accounting, controller accounting, CFO, and advisory are mapped as distinct functions, so handoffs between them are typed Functional. The full split was confirmed by the operator on 2026-07-08 (staff accounting and lead accounting are their own functions); the earlier decision-record wording that kept staff/lead role-level is superseded.
- TGF is not a robust weekly example; ATDS (American Truck Driving School) has both invoicing and bill pay and is the better reference client for the next validation pass.
- Template/SOP source conflict: the weekly template described a per-client Google Sheet uncategorized list, while the workshop described Ask My Accountant plus Financial Cents push flow. Working state follows the workshop; both sources are logged.
- The month-end close feature costs extra per client and was piloted with a subset; response success was described as fairly high. Which clients have it enabled is per-client fuel.
- The uncategorized escalation is validated as staff to lead to client; the client send is lead-initiated.
FOR THE MAPPING SESSION
All open questions (7)
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: who approves payments and where does the client approve them for each platform?
- Q6
Which point-of-sale systems are in play across the client base, and which reports get pulled from each?
- Q7
Which clients have invoicing, and on which platform for each?
Phase 3: Escalation and Client Communication
Jump to phase ↑- Q4
How do client answers to pushed review items come back into the books, and who applies them?
- Q5
Which clients have the Financial Cents month-end close feature enabled, and which day is each client's automatic reminder set to?
Workflow-wide
- Q1
Is weekly bookkeeping truly weekly for every client, or does frequency vary by tier or client size?