Hard Rules — No Exceptions

• W9 required for all vendor invoices. Hard and fast — no W9, no payment. No exceptions.
• All invoices must go through the approval process before payment is released.
• We do not pay credit card fees. It may only be 3%, but it compounds over a year.
• ACH is the preferred payment method. Wire transfer and check available as needed. Most checks today are for Christmas bonuses.
• We only pay off of invoices. The document must say "invoice" — statements, quotes, and POs are not acceptable.

AP Inbox

Vendor invoices go to apinvoices@kramer.pro — unmonitored, forwards directly into Ramp. For general AP questions use accounting@kramer.pro.

Emergency Scenarios

Scenario 1: Team on-site needs to rent something last minute

• Under $10k: Take verbal approval from the lead (Department Lead or VP minimum). Note with timestamp in Ramp; list yourself as sole approver.
• Over $10k: Call Stephen Kramer. Get him into Ramp urgently or take verbal approval using same procedure.

Scenario 2: Urgent COGS need — Purchasing needs to order from JB&A or similar

• Allow via P-Card. Confirm it's a genuine emergency — not just a preference to get something faster.

Payment Methods

Month-End Checklist

1. Reconcile all 3 bank accounts
2. Reconcile all 3 credit accounts
3. Ensure loan interest Journal Entries have been made
4. Follow up on any outstanding invoices
5. Review checks sent in the month — if un-cashed after 3 weeks, follow up
6. Review automated transactions from Ramp and bank sync — confirm all entries are correct
7. Prepare financials for the monthly meeting with Stephen

Monthly Financial Meeting

Monthly meeting with Stephen covers budgets, HR items, Finance items, and anything needing attention.

Reporting Notes

We account on cash basis (not accrual). The Statement of Cash Flows must be built from scratch. All other QBO stock reports are adequate. Always confirm you're pulling for the correct period.

Automation Overview

Invoicing

We invoice in lump sum buckets — not itemized. Invoices reference back to an itemized quote.

The Class field doesn't appear client-side but is required for financial reporting. Life.Church requires their own GL coding on each invoice — reach out to Sales for that info.

Sending an Invoice — Critical Steps

1. Prepare the invoice in QBO
2. Click Save — not "Save and New," not "Save and Close." Just Save.
3. Keep clicking Save until QBO says "you and Stephen Kramer were working on this at the same time"
4. Exit without saving at that point
5. Verify Avalara tax is correct — especially for exempt clients
6. Send

Accepting Payments

Collections

Always work closely with Stephen and the salesperson — they have the most context.

• Amount > $5,000: Pass to MJ to write and send the demand letter.
• Amount ≤ $5,000: Finance Manager can write and send using MJ's template.

The Coding Scheme

Every transaction uses four components in this order:

Example: 6050-COR-000-002

Classes

Common GL Codes

Required Fields — Every Transaction

• GL Expense Category (e.g. 6022 – Meals and Entertainment)
• Receipt — itemized always preferred
• Memo — free-form description
• Customer (e.g. 306_Mosaic Pro Events)
• Class (LER, INS, COR, or LOG)

What Is a P-Card?

A P-Card (Purchasing Card) is a company-issued credit card for business-related purchases. All expenses must be coded and approved for accurate financial reporting.

Required Fields

Ramp Contact

Sage Expense Manager (Fyle) — Non-Ramp Cards

• Stephen's American Express
• Southwest Chase card — Purchasing/COGS and travel. Card holders: Kambry Paxton and Purchasing team. Majority coded as 5001 – COGS.

Required fields and coding are identical to Ramp. Both sync automatically to QBO once coded and approved.

QuickBooks Online (QBO)

QBO is our ERP and primary accounting software — bills, loans, invoices, all account balances, and all financial reports live here. Stephen Kramer is a QBO Admin and can get you access.

QBO Integrations

Banking — First Citizens Bank & Trust

Two OKC-metro branches, both ~20–30 min from the office. Taylor Hoskinson offices out of Norman — go there for meetings with him.

Sales Tax — Avalara

Sales tax is complex. We operate across multiple states, work with many houses of worship (often exempt), and handle both rentals and sales. Avalara handles assessment and filing automatically.

Logging In

Payroll — Top Priority

Payroll is the single highest-priority task in this role. Employees being paid correctly and on time is non-negotiable — even when in the field.

Step-by-step walkthrough: Processing Payroll in Paycom — Scribe

Modules We Use

Paycom Contacts

Health Insurance — Blue Cross Blue Shield of Oklahoma

Dental & Vision — United Healthcare

Benefits Broker — Jordan Nelson (Evans National)

401(k) — Ascensus (formerly PAI)

W2s — Employee Tax Forms

W2s are generated by Paycom. Paper copies mailed to:

Employees with digital delivery enabled in Paycom receive their W2 via Paycom ESS — no paper copy sent.

1099s — Contractor Tax Forms

Paycom-generated: Generated and mailed to contractors by Paycom. Paper copies to same Rentals Warehouse address above.

Ramp-generated: For contractors paid through Ramp. Ramp files and mails directly to the contractor. We receive digital copies of Copy A and the 1096.