Weekly & Monthly Financial Reporting SOP

1. Folder Structure

All files live in Heritage Folder, organized into six subfolders:

The four reference documents (Finance Agent Instructions, Ops Reset Workbook, FY2027 Starting Budget, Corporate Allocation Instructions) live at the top level of Heritage Folder and should not be moved. The Ops Reset Workbook is the current source of truth for the FY2027 budget — treat the Starting Budget doc as background narrative only.

2. Weekly Tasks (Every Friday)

Bookkeeper:

1. Open QuickBooks Online → Reports → Profit and Loss.

2. Set date range to the current week (Mon–Sun or Mon–Fri, whichever week just closed).

3. Set columns to display by Class so Saint Clairsville and Barnesville show as separate columns.

4. Export to Excel or PDF.

5. Rename file: PL_YYYY-MM-DD_WeeklyByClass (use the Monday date of that week).

6. Upload to Weekly QuickBooks P&L.

7. Pull the weekly labor/payroll report (hours + wages by employee, by campus) from the payroll processor.

8. Rename: Labor_YYYY-MM-DD_Weekly.

9. Upload to Weekly Labor Reports.

Brightwheel

1. In Brightwheel, go to Reports → Enrollment/Roster.

2. Export current enrollment by campus and classroom, including capacity.

3. Rename: Enrollment_YYYY-MM-DD_Weekly.

4. Upload to Weekly Enrollment Reports (Brightwheel).

SOP - https://help.hcchildcare.com/brightwheel/how-to-pull-the-weekly-brightwheel-enrollment-report

3. Monthly Tasks (First few business days of the new month, once the prior month is closed)

Bookkeeper:

1. Export Balance Sheet from QuickBooks for the closed month.

2. Rename: BalanceSheet_YYYY-MM.

3. Upload to Monthly Balance Sheet.

4. Download bank statement(s) from the bank's online portal — one per account.

5. Rename: BankStatement_[BankName]_YYYY-MM.

6. Upload to Monthly Bank Statements.

4. File Naming Rules

• Always use the format above — consistent naming lets the file be matched automatically.

• Monday date for weekly files, month only (YYYY-MM) for monthly files.

• Never overwrite a prior week's file — each week gets its own file.

• If a campus's report must be uploaded separately, add the campus name: Labor_2026-08-03_Weekly_Barnesville.

5. What Happens After Upload

Once weekly files are in, notify whoever runs the financial review. The Monday snapshot covers:

• Total income and expenses by campus

• Net income vs. that month's budgeted target (from the Ops Reset Workbook)

• Any line item that's moved more than 10% off plan

• Progress toward the company-wide break-even target (Feb/March 2027) and the $90,000 cash reserve runway

If nothing new has been uploaded since the last snapshot, that gets stated plainly rather than re-running stale numbers.

6. Standing Financial Rules (do not relitigate without ownership sign-off)

• Classes from Sept 1, 2026 forward: Saint Clairsville and Barnesville only.

• Shared costs (general overhead, VA Contracted Services, Nicole Marsh's wages, the bus) split 50/50 between campuses, except summer camp (May 1–Aug 31), which splits by capacity: 52.94% Barnesville / 47.06% Saint Clairsville.

• Owner compensation: Dawn, Christi, and Rezin each draw $750/month real, funded payroll (Rezin's split $375/campus). The gap to market-rate salary accrues on the Deferred Owner Distribution tab — tracked, not lost.

• The $500,000 ODJFS grant (June 2024) stays on the books but is excluded from all forward-looking budgets/projections.

• No transaction posts without a class assigned. "Uncategorized Expense" should not exist going forward.

• Field trip expenses: $0 outside summer camp season (second week of August through first week of June).

7. Escalation

If a report can't be pulled on schedule, flag it to Rezin the same day rather than uploading late without notice — a missing report changes what conclusions can be drawn from that week's snapshot.

The Folder Link is - https://drive.google.com/drive/folders/1B9uYi7uCnS2i5ayHSH5yL7bcGWhP-5lC?usp=drive_link