RI SOP 4 Bi Weekly Payout & TxID Trail

DraftSOP · Procedure · RI-SOP-4 – Bi-Weekly Payout & TxID Trail · 2025-05-14-r0

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Big-Picture Overview

Block	Content
Purpose & Scope	Release every approved freelancer invoice once every two weeks and leave a bullet-proof audit trail (TxID / receipt / PDF / card / ledger) regardless of which payment processor is used (PayPal, Wise, crypto, etc.).
Map / Flow	Mon 09 : 15 detect two ✅ invoices in Waiting for Approval → verify totals in Payout Calculator tab → run bulk payment (processor of choice) → capture TxID / receipt PDF → update Invoice cards & PDFs → notify operator in Telegram → operator confirms funds → move cards to Archive → log line in Finance Ledger.
Roles	Freelancer Operator · Ops Manager · Finance Admin · Systems-Ops Lead · GPT Assistant
RACI Snapshot	R Ops Manager · A Ops Manager · C Finance Admin & Systems-Ops Lead · I Operator & GPT
KPIs	Payout released by Tue 17 : 00 100 % · TxID pasted in card and PDF 100 % · Zero unpaid approved invoices
Tools	Trello Invoice board · Google Sheet Ledger_2025 & Payout Calculator tab · Payment processors (PayPal / Wise / Crypto wallet) · Telegram /manager thread
Risks (ISO 31000)	Wrong amount / currency · Missing TxID · Processor failure · FX slippage · Audit docs misplaced
Open Questions	1) Split runs by lowest fee vs. freelancer preference? 2) Add FX-rate column to Ledger? 3) Dual-sign for payouts > \$2 000?
Next Action	Draft SOP (this doc) → 1-cycle pilot next Monday → review with Finance Admin.

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Detailed SOP — Bi-Weekly Payout (≤ 7 bullets)

#	Step & Owner	Key Points / Controls
1 · Pre-Payout Check (Mon 09 : 15) Ops Manager	• Open Waiting for Approval list. • Confirm exactly two Invoice cards for the last fortnight, each marked ✅. • If cards missing or ❌, ping operator; stop here.
2 · Verify Totals Ops Manager → Finance Admin	• Open Payout Calculator tab (Ledger_2025). • Check SUMIFS totals vs. Invoice PDFs. • Flag discrepancies (yellow) and resolve before paying.
3 · Execute Bulk Payment Ops Manager	• Choose processor (PayPal mass-pay / Wise batch / Crypto wallet). • Send full amounts in freelancers’ preferred currency. • Capture TxID / reference ID and download receipt PDF (if available).
4 · Update Artefacts Ops Manager	• Edit each Invoice PDF footer → paste TxID & date. • Attach receipt screenshot to Trello card. • Comment: “Paid – TxID XYZ”.
5 · Notify Operator Ops Manager	• Post in /manager thread: “Payment sent – TxID XYZ – confirm receipt”.
6 · Operator Confirmation Operator	• Reply “Funds received ✅”. • If funds not visible by Tue 16 : 00 → escalate.
7 · Archive & Ledger Entry Finance Admin	• Move Invoice cards → Archive list. • Append row to Finance Ledger (date, freelancer, amount, currency, TxID, processor, FX rate).

SLA — All payouts completed and ledger updated by Tue 17 : 00 (local HQ time).

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WGLL (“What Great Looks Like” snapshot)

Criterion	❌ Miss	✅ Meets	⭐ Exceeds
Timeliness	Paid after Tue 17:00	Paid Mon-AM	Paid Mon before 12:00 & operators confirm within 1 h
Traceability	TxID missing	TxID in card or PDF	TxID + receipt PDF + FX rate noted
Accuracy	Amount off by ≥\$1	Exact to cent	Exact & FX fee < 1 %

(Full exemplars live in 01-SYSTEMS/WGLL_Gallery.)

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ArchitectureSnapshot JSON

{
  "version_id": "2025-05-14-r0",
  "system_level": "Procedure",
  "lifecycle_state": "DraftSOP",
  "target_name": "RI-SOP-4 – Bi-Weekly Payout & TxID Trail",
  "parent_name": "Rituals & Invoicing",
  "last_updated": "2025-05-14T21:55:00Z",
  "overview": {
    "purpose": "Release every approved freelancer invoice twice a month and record an immutable payment trail.",
    "flow": [
      "Mon 09:15 verify two ✅ invoices in Waiting for Approval",
      "Cross-check totals in Payout Calculator tab",
      "Execute bulk payment via PayPal / Wise / Crypto",
      "Capture TxID or reference and download receipt PDF",
      "Update Invoice cards and PDFs with TxID",
      "Notify operator in Telegram; operator confirms receipt",
      "Archive cards and append entry in Finance Ledger"
    ],
    "roles": [
      "Freelancer Operator",
      "Ops Manager",
      "Finance Admin",
      "Systems-Ops Lead",
      "GPT Assistant"
    ],
    "raci": {
      "Responsible": ["Ops Manager"],
      "Accountable": ["Ops Manager"],
      "Consulted": ["Finance Admin", "Systems-Ops Lead"],
      "Informed": ["Freelancer Operator", "GPT Assistant"]
    },
    "kpis": [
      "Payout released by Tue 17:00 (100%)",
      "TxID pasted in card and PDF (100%)",
      "0 unpaid approved invoices per cycle"
    ],
    "tools": [
      "Trello Invoice board",
      "Google Sheets Finance Ledger & Payout Calculator",
      "Payment processors (PayPal, Wise, Crypto)",
      "Telegram /manager thread"
    ],
    "risks": [
      "Wrong amount or currency sent",
      "Missing TxID / audit proof",
      "Processor outage or FX slippage",
      "Payment delayed beyond SLA"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Bi-Weekly_Payout_TxID_v0.1.gdoc"
  },
  "procedure_core": {
    "procedure_id": "RI-SOP-4",
    "name": "Bi-Weekly Payout & TxID Trail",
    "purpose": "End-to-end workflow to pay freelancers and record proof.",
    "trigger": "Two consecutive weekly invoices approved (Mon 09:15).",
    "inputs": [
      "Trello Invoice cards (✅)",
      "Payout Calculator tab totals",
      "Invoice PDFs",
      "Payment processor account"
    ],
    "responsible_role": "Ops Manager",
    "steps": [
      "Verify two ✅ invoices are ready",
      "Cross-check totals in Payout Calculator",
      "Execute bulk payment and capture TxID/receipts",
      "Update Invoice PDFs and Trello cards with TxID",
      "Notify operator in Telegram to confirm receipt",
      "Archive Invoice cards and log entry in Finance Ledger"
    ],
    "outputs": [
      "Paid Invoice PDFs with TxID",
      "Receipt PDF/screenshots",
      "Trello card comments with TxID",
      "Finance Ledger row"
    ],
    "sla": "All payouts & ledger update by Tue 17:00.",
    "controls": [
      "Payout Calculator second-eye check",
      "TxID required in both card and PDF",
      "Finance Ledger immutable column lock"
    ],
    "tools": [
      "Trello",
      "Google Sheets",
      "Payment processors",
      "Telegram"
    ],
    "kpis": [
      "Timely payout",
      "Full traceability",
      "Zero unpaid approved invoices"
    ],
    "risks": [
      "Incorrect amount",
      "Missing TxID",
      "Processor failure"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Bi-Weekly_Payout_TxID_v0.1.gdoc"
  },
  "insights": [
    {
      "note": "Removed PayPal-specific wording; processor now generic. Added optional dual-authorisation open question.",
      "date": "2025-05-14"
    }
  ],
  "children": []
}

— End of RI-SOP-4 r0