LPS Roofing — Accounting

Overview

Import, review, post. When Review hits zero, the books are caught up — no unknowns.

🎯 Bank Match set starting balance ↻ refresh customer payments

Everything captured in the system should add up to your real bank balance. When these two numbers match, the books are caught up to the penny.

👋 Nothing loaded yet. Go to Import.

📋 Daily upload check-in — has the system been fed everything it needs? Upload what's new, or mark it up to date.

Loading…

Pending review–

Ready to post–

Last submitted—

🏦 Connect bank (Plaid) — link Huntington once so the system can pull the balance (and, later, transactions) automatically.

Checking connection…

📗 QuickBooks Online — connect once so approved line items can be pushed to QuickBooks.

Checking connection…

Your accuracy scorecard — how much of your submitted work was approved without a fix.

Accuracy–

Submitted0

Sent back0

Testing tools

Wipe everything and start the workflow from scratch — clears A/P, the queue, payments and payees, and blanks the Test Accounting tab. Doesn't touch your real accounting tabs, Addresses, or Businesses.

Backup & Restore

Download a full snapshot of everything loaded (A/P payments, transfers, the bin, posted history, closeouts, payees, users). Restore it later to roll back to this exact point — do this before a big test reconcile.

Import full-year history (CSV)

One-time load of your finalized spreadsheet ledger. Wipes the working data, loads every completed line into the Book, drops unfinished lines (no property yet) into Review, and adds one rounding line so the Book ties to the bank to the penny. The live bank feed then resumes from the cutover date — no double-counting. Users, log-ins and the bank connection are untouched.

Bank balance at end of CSV

Live feed resumes on

Import

Start with just the bank statement. If a charge needs its detail (a Capital One payment, a supplier lump sum), Review will tell you exactly which file to upload next — so you never dump files that aren't needed yet.

Sources on file

Source	Latest data on file	Posted
Nothing posted yet.

🏦 Drop the Huntington bank statement here — or click to choose

Have a breakdown file (Menards · Capital One · Richards · ABC · PPG)? You can add it here too, but usually Review will ask for it when it's needed.

Review & Post

Fill in any highlighted fields (they're pick-lists). A row can only be posted once it's complete — then Post lights up. Posted rows leave the queue.

No ledger yet — go to Import and generate one.

In queue0

Ready0

Needs review0

Category match–

Job match–

Show only rows needing review

On each row: Post ✓ books it · 🙋 ask us a question about it · ✂️ split it into multiple lines · 💬 view a resolved conversation

Job / Address	Category	Cost Type	Type	Amount	Business + add	Date	Description

Needs answers

Questions Kassidy has raised on Review items. Reply and hit Respond — it clears from here and badges her that there's an answer.

Breakout

Charges from the bank that are made up of smaller items (Capital One payments, supplier lump sums). Upload the detail it asks for, check how it's assigning them, then commit — they drop into Review as itemized sub-lines of that charge.

Nothing to break out yet. When the bank has a Capital One payment or a supplier lump sum, it shows up here with exactly what to upload.

Accounts Payable

Everything you owe but haven't paid yet — supplier statements you've uploaded plus payments you've logged by hand. Items clear out as their bank charge is matched over in Breakout. Use "by job" to see what's still owed before you close a job out.

Total owed

$0.00

Group by job

Nothing owed right now. Upload a supplier statement or log a payment to get started.

Expenses

Log a payment the moment you write it. When that check clears the bank, it auto-attributes to the job — so it never shows up as "needs review."

Log a payment

+ New payee 📎 Invoice PDF

Outstanding — logged, waiting to clear the bank

Date	Payee	Job	Category	Amount

Income

Log a customer payment the moment it comes in — a check a rep collected or the customer dropped off. When it clears the bank (often batched into a daily deposit), it auto-attributes to the AcculynX job. Portal & wire payments attach automatically from AcculynX — you only log checks here.

Log an incoming payment

Outstanding — logged, waiting to hit a deposit

Date	Customer	Job	Check #	Amount

Payroll

Upload the OnTheClock hours + the QuickBooks Payroll Summary. The system splits each person's net pay and tax across jobs by their hours, and pre-loads them so the net and the INTUIT tax auto-match when they hit the bank.

Employee roster — set up once; ties OTC + QB names together and holds cash rates

Enter names exactly as they read in OnTheClock / QuickBooks — matching is order-agnostic ("Grover, Josh" = "Josh Grover").

Name	Type	Rate	Default pay

New payroll run

📎 OTC + Payroll Summary CSVs ＋ enter manually (no files)

History admin review

Everything submitted, waiting to be reviewed.

Submitted0

Approved0

Sent back0

Accuracy–

Nothing waiting. When Kassidy posts, her work shows up here for approval.

Close Job

Pick a job, work through the story and the money, then submit for approval.

Which job are you closing?

Log-Ins

Shared company log-ins for sites that need a company account. Passwords are encrypted at rest and only shown here after you sign in. Add and manage them below.

Add a log-in

🎓 Training — how the system works & your daily job

Your complete guide, Kassidy. Read it once top-to-bottom, then keep it open as a reference. Nothing here can break anything — click around freely.

🌟 The one thing to understand

This system keeps LPS's books current by figuring out what every bank transaction was for. When you tell it what each charge or deposit is, it adds up everything and checks that it equals the real bank balance. When those two numbers match, the books are caught up to the penny.

🎯

Your North Star: get the Bank Match card on the Overview to a green ✓, and keep it there. That green check is proof everything is accounted for. If it's green, you're doing your job perfectly.

📅 Your daily routine (the whole job in 5 steps)

Every morning, this is the loop. Most days it takes 20–40 minutes.

1 · Log in

Clear the morning check-in — tell the system you've fed it everything.

→

2 · Check overnight

The bank auto-synced at 4:30am. New transactions are waiting in 📝 Review.

→

3 · Work Review

Categorize each row and Post it. Get the queue toward zero.

→

4 · Break out lumps

Big supplier charges go to 🧩 Breakout to itemize by job.

→

5 · Confirm ✓

Bank Match shows green ✓. You're caught up. Done for the day.

📋 Step 1 — The morning check-in (the gate)

The first time you log in each day, a "Good morning" screen blocks the system until you confirm the info is up to date. This is on purpose — it makes sure nothing gets forgotten.

For each source (Bank, Menards, Richards, Amazon, Transfers, Payroll, and the vendors), do one of two things:

📤 Upload — if you have a new file for it (a supplier statement, payroll, etc.), drop it in.

✓ Nothing new — if there's nothing new for that source today, click this. One tap.

When every line is handled, "Enter the system" lights up. Click it and you're in. (The bank is already synced automatically, so most mornings it's just a few "Nothing new" clicks.)

⏰ Wednesdays: Payroll is due. A reminder stays on your dashboard all day (and into Thursday/Friday) until payroll is entered. Don't ignore it.

🎯 The Bank Match card (top of Overview) — your scoreboard

This is the most important thing on the screen. It compares two numbers:

🏦 REAL BANK BALANCE

what Huntington actually shows

vs

📊 PROJECTED BALANCE

everything the system knows about

Projected = Book balance (already posted) + Still in Review (not posted yet). As you post items, they move from the "Review" bucket into the "Book" bucket — the total doesn't change, so the match stays green the whole time.

✓ Green / Matched — books equal the bank to the penny. Everything's accounted for. 🎉

⚠ Off by $X — a transaction is missing, miscategorized, or a supplier detail/transfer file hasn't been uploaded yet. See "When it's off" below.

📝 Review — where you spend 90% of your time

Every bank transaction shows up here as a row. Your job: fill in what it was for, then Post it (which sends it to the books). Each row has these fields — all are required before you can post:

Field	What to put
Job / Address	Which job it's for (pick from the list). For overhead (not tied to a job), use 123 Contracting.
Category	What kind of cost/income (Materials, Marketing, Fees, Customer Payment, etc.). Pick from the list.
Cost Type	Job-Related · Non-Job-Related · Tax, Loan, or Distribution. Usually auto-picked — just check it.
Type	Income or Expense. Auto-filled — you don't touch it.
Amount	The dollar amount. Auto-filled from the bank — never change it.
Business	Who it was paid to / received from (Menards, a contractor, etc.). Pick from the list, or "+ add" a new one.
Date	Auto-filled from the bank.
Description	A short note (invoice #, what it was). Often pre-filled — add detail if helpful.

💡 The green rule: a row's Post ✓ button only lights up once every required field is filled and valid. Rows that still need something are highlighted. Use "Post all ready" at the top to post everything that's complete in one click.

Most rows are already filled in for you — the system recognizes vendors, matches checks to payroll, attaches deposits to jobs. You're mainly reviewing and fixing the ones it wasn't sure about (those get flagged).

🔧 The buttons on each Review row

Icon	What it does	When to use it
Post ✓	Books the row to the sheet (approves it).	Once the row is complete and correct.
🙋 Ask	Ask Devin a question about this exact transaction.	Whenever you're unsure — never guess. He answers right on the row.
✂️ Split	Break one charge into several lines (e.g. one $500 payment covering two jobs).	When one bank charge belongs to more than one job/category.
🔗 Attach	Hand-link a logged payment to a bank check it didn't auto-match.	When a check says "(needs payment log)" but you know what it was.
💬 Chat	View the question-and-answer conversation on a row.	To re-read what Devin told you about a transaction.

🙋 This is your most important tool. If you don't know what something is or how to categorize it, don't guess and don't skip it — click 🙋 and ask. It never counts against you, and it keeps the books correct.

🧩 Breakout — itemizing big supplier charges

Some charges are lump sums made of many smaller items — a Richards Building Supply payment covering 20 jobs, or a Capital One payment covering Menards purchases. Those don't go in Review as one line; they wait in Breakout to be split into their pieces.

🏦 Bank shows one lump
Richards — $13,501

→

🧩 You tick which invoices
make it up (they're in A/P)

→

📝 They drop into Review
as itemized job lines ✓

How: open 🧩 Breakout → for each lump, tick the A/P items that add up to it (it shows you the running total, and turns green when it balances) → click "Commit … to Review." The pieces then appear in Review, each tied to its job. If it says "No items in A/P — upload the statement first," that supplier's detail file hasn't been uploaded yet.

📥 Where the information comes from (and what you upload)

The bank feed comes in automatically every morning. Everything else, you feed the system as it arrives — usually by dropping a file in ⬆️ Import (it sorts files by type automatically) or right from the morning check-in.

Section	What it's for
⬆️ Import	Drop supplier statements (Menards, Richards), Amazon, vendor payments, and the Transfers file here. It auto-detects each one.
💰 A/P	Everything owed but not yet paid — uploaded supplier invoices + payments you've logged. Clears as bank charges match. Use "mark already paid" for anything settled before our window.
💸 Expenses	Log a payment the moment it's written (a contractor or commission check) — payee, job, amount. It then auto-matches the anonymous bank check when it clears.
💵 Income	Log a customer check when it comes in. It auto-attaches to the matching bank deposit and the AcculynX job.
🧾 Payroll	Each pay period: upload the OTC hours + QB Payroll Summary pair → preview → confirm the cash amount → commit. It lands as payroll (not a plain expense) and matches the crew's bank checks + the tax pull.
🔐 Log-Ins	Shared company logins you'll need (view-only for you — Devin manages them).

🔁 Don't forget the Transfers file. Money moving between LPS's own accounts (you'll see "(unresolved transfer)" rows) needs the Huntington Transfer History export to know what each move was for (a distribution, the truck payment, etc.). Upload it in Import and they'll categorize themselves.

🏁 Close Job — paying a rep their commission

When a job is fully paid off, you close it out to figure the rep's commission:

Pick the job → the system shows its Gross Profit (revenue from AcculynX minus the job's costs from the sheet + A/P).
Tick any commission lines so they stay out of the profit calc.
It computes 42.03% × gross profit = the rep's commission, minus anything already pre-paid = final owed.
Submit for approval → Devin approves → you log the payment, which drops it into A/P.

You can only close a job whose balance is $0. Drafts can be discarded any time with "Discard draft."

🩺 When Bank Match says "Off by $X" — how to chase it down

What it usually means	What to do
You haven't uploaded a transfers or supplier file yet	Upload it in Import — the off-by shrinks as the pieces land.
A "(unresolved transfer)" row is sitting in Review	Upload the Transfer History file so it categorizes.
Something's miscategorized or a deposit didn't attach to a job	Find the flagged row in Review and fix it (or 🙋 ask).
A pending bank transaction hasn't posted yet	Normal — it resolves on its own once the bank posts it.
You genuinely can't find it	🙋 Ask Devin — tell him the off-by amount. Don't force anything.

⭐ The golden rules

1️⃣

Clear the morning check-in first — every day, before anything else.

2️⃣

Work Review down toward zero — that's the daily target.

3️⃣

Keep Bank Match green ✓. Green means the books tie to the bank. That's the whole game.

4️⃣

When unsure, 🙋 ask — never guess. Guessing breaks the books; asking never hurts.

5️⃣

Upload files as they come — supplier statements, payroll, transfers. The system is only as complete as what you feed it.

6️⃣

Never change an Amount or Date — those come straight from the bank and must not be touched.

🗺️ Icon cheat-sheet

📊 Overview — scoreboard + Bank Match

⬆️ Import — drop files here

📝 Review — categorize & post

🧩 Breakout — itemize lump charges

💰 A/P — what's owed

💸 Expenses — log payments out

💵 Income — log customer checks

🧾 Payroll — run payroll

🏁 Close Job — rep commissions

🗂️ History — everything posted

🔐 Log-Ins — shared credentials

🙋 Ask — question Devin on a row

✂️ Split · 🔗 Attach · 💬 Chat

✓ green = good · ⚠ amber = needs attention

Stuck on anything not covered here? Use 🙋 on the transaction, or ask Devin directly. You've got this. 🙌

Users

Give someone a passcode to log in. Passcodes are stored scrambled — you can reset one, but you can't look it back up.

Add a person

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People who can log in

Your own admin password (and the built-in bookkeeper password) always work too, so you can't lock yourself out.

Good morning 👋