RI SOP 3 Invoice Generation & Manager Approval

DraftSOP · Procedure · RI-SOP-3 — Invoice Generation & Manager Approval · 2025-05-14-r1

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Big-Picture Overview

Block	Content
Purpose & Scope	Convert the past week’s approved minutes & evidence into a PDF invoice and obtain manager approval so the next bi-weekly bulk payout can happen on time—regardless of which payment processor (PayPal, Wise, Crypto, etc.) is in use.
Map / Flow	Fri 17 : 05 duplicate Invoice-Template → fill totals & screenshots → export PDF → Trello Invoice card → /sendDocument in Telegram → manager ✅/❌ by Mon 09 : 15 → two approved invoices trigger Mon/Tue payout → manager pastes TxID / payment ref → operator confirms receipt → card → Archive.
Roles	Freelancer Operator · Ops Manager · Finance Admin · Systems-Ops Lead · GPT Assistant
RACI	R Operator · A Ops Manager · C Finance Admin · I Systems-Ops / GPT
KPIs	100 % invoices sent by 17 : 15 Fri · 100 % manager action by 09 : 15 Mon · 0 re-submits after 2nd attempt · Payout released by Tue 17 : 00
Tools	Google Docs Invoice-Template · Google Sheets WeekMetrics & Exceptions · Insightful · Trello · Telegram
Risks (ISO 31000)	Mis-totaled hours · Wrong rate · Missing Insightful proof · Late approval delays cash-flow
Next Action	Pilot run this Friday; validate template fields & manager SLA.

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Detailed SOP — Weekly Invoice Loop (≤ 7 bullets, imperative verbs)

#	Step & Owner	Key points / Controls
1 · Duplicate Template Operator	Open Invoice_Template_v1.0.gdoc in 02-Templates/Finance → File › Make a copy → rename INV_YYYY-WK##_<Name>.
2 · Fill Data	• From WeekMetrics tab copy: total billable minutes, hourly rate, amount. • Paste Insightful weekly % chart PNG. • Insert Drive link to Exceptions tab (or “None”). • Set Period Covered (Fri–Thu).
3 · Generate PDF	File › Download › PDF → save to 02-OPERATIONS/Reports_Archive. Check filename matches card title.
4 · Create Trello Invoice Card	On Personal board Hygiene list: Add card title INV_YYYY-WK##_<Name> → attach PDF → label 🔵 Tracked → move to Waiting for Approval.
5 · Notify Manager	In /manager Telegram thread: /sendDocument <PDF> Invoice WK## ready for approval
6 · Approval Loop	Manager SLA: react ✅/❌ by Mon 09 : 15. • On ❌ operator fixes & re-sends (repeat Step 5).
7 · Bulk Payout & Close	After two approved invoices: manager runs bulk payout (processor of choice), pastes TxID or payment ref into card & PDF footer, moves card → Archive. Operator replies “Funds received”, loop closed.

SLA — Invoice PDF in Waiting for Approval by Fri 17 : 15; funds landed by Tue 17 : 00 after second invoice.

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WGLL (“What Great Looks Like”) Snapshot

Criterion	❌ Miss	✅ Meets	⭐ Exceeds
Send time	After 17 : 15	By 17 : 15 Fri	By 17 : 00 Fri
PDF contents	Missing chart / link	All fields present	Includes short insights blurb
Manager reaction	> 09 : 15 Mon	By 09 : 15 Mon	Within 1 h of send
Payout ref	Not added	TxID in card & PDF	Ref + screenshot of transaction

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ArchitectureSnapshot JSON

{
  "version_id": "2025-05-14-r1",
  "system_level": "Procedure",
  "lifecycle_state": "DraftSOP",
  "target_name": "RI-SOP-3 – Invoice Generation & Manager Approval",
  "parent_name": "Rituals & Invoicing",
  "last_updated": "2025-05-14T22:10:00Z",

  "overview": {
    "purpose": "Transform weekly approved work minutes into an audit-ready PDF invoice, obtain manager approval, and ensure on-time bi-weekly payout.",
    "flow": [
      "Friday 17:05 duplicate Invoice-Template and rename",
      "Populate totals, Insightful chart, Exceptions link, period",
      "Export PDF and store in Reports_Archive",
      "Create Invoice card in Trello, attach PDF, label Tracked",
      "Send PDF via Telegram /manager thread for approval",
      "Manager reacts ✅/❌ by Monday 09:15; operator fixes if needed",
      "After two approved invoices manager executes bulk payout, pastes payment reference, card archived"
    ],
    "roles": [
      "Freelancer Operator",
      "Ops Manager",
      "Finance Admin",
      "Systems-Ops Lead",
      "GPT Assistant"
    ],
    "kpis": [
      "Invoices sent by 17:15 Friday (100%)",
      "Manager approval by 09:15 Monday (100%)",
      "Zero rejections after second submission",
      "Payout released by Tuesday 17:00"
    ],
    "tools": [
      "Google Docs Invoice-Template",
      "Google Sheets WeekMetrics & Exceptions",
      "Insightful dashboard",
      "Trello",
      "Telegram"
    ],
    "risks": [
      "Incorrect totals or rate",
      "Missing Insightful proof",
      "Late manager approval delays cash-flow"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Invoice_Generation_v0.1.gdoc"
  },

  "procedure_core": {
    "procedure_id": "RI-SOP-3",
    "name": "Invoice Generation & Manager Approval",
    "purpose": "Weekly routine that converts approved minutes into an invoice PDF and secures manager approval for payout.",
    "trigger": "Every Friday at 17:05 local.",
    "inputs": [
      "Invoice_Template_v1.0.gdoc",
      "WeekMetrics and Exceptions tabs (Google Sheet)",
      "Insightful weekly productivity chart",
      "Telegram /manager thread"
    ],
    "responsible_role": "Freelancer Operator",
    "steps": [
      "Duplicate Invoice-Template, rename with week number",
      "Fill totals, insert Insightful chart, link Exceptions, set period",
      "Export PDF and store in Reports_Archive",
      "Create Trello Invoice card, attach PDF, label Tracked, move to Waiting for Approval",
      "Send PDF and message in /manager Telegram thread",
      "Respond to manager ❌ with corrections until ✅",
      "Manager executes bulk payout after two approved invoices, adds payment reference, archives card"
    ],
    "outputs": [
      "Invoice PDF stored in Drive",
      "Trello Invoice card with approval status",
      "Payment reference logged"
    ],
    "sla": "PDF ready by 17:15 Friday; manager approval by 09:15 Monday; payout by Tuesday 17:00.",
    "controls": [
      "Template version-controlled in 02-Templates/Finance",
      "PDF & TxID retained 7 years",
      "Operator chase-loop (Telegram reminders)"
    ],
    "tools": [
      "Google Docs",
      "Google Sheets",
      "Insightful",
      "Trello",
      "Telegram"
    ],
    "kpis": [
      "On-time invoice send",
      "On-time approval",
      "Zero rejections after second submission"
    ],
    "risks": [
      "Mis-totaled hours",
      "Missing evidence",
      "Delayed approval"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Invoice_Generation_v0.1.gdoc"
  },

  "insights": [
    {
      "note": "Processor-agnostic payout step (PayPal/Wise/Crypto) added; approval SLA clarified.",
      "date": "2025-05-14"
    }
  ],

  "children": []
}

— End of RI-SOP-3 v0.1