Verification level — how trustworthy is a status
The QuickBooks MCP connector is a review aid, not the accounting source of truth. Every invoice/payment status climbs this ladder and is only trustworthy at the level it has actually reached:
| Level | Means |
|---|---|
| 1 · MCP-reviewed | Connector data only — a claim, not proof. |
| 2 · QuickBooks-browser verified | Confirmed in the live QBO UI (full transaction context). |
| 3 · Bank/payment-notification corroborated | Deposit + correct account corroborated by #bank-notifications / payment channels. |
| 4 · Fully audited | All evidence-framework conditions met. |
| 5 · Needs manual review | Evidence conflict or gap — a human must look. |
When the connector reports a status but proof is incomplete: "QuickBooks MCP indicates this status, but this is not fully verified because the required payment evidence has not been corroborated through the bank/payment notification source and audit framework." Full boundary: Project_Instructions/QBO_MCP_CAPABILITY_BOUNDARY.md.
June transaction mirror — reconciled to the penny
1:1 internal mirror built from the QBO Transaction List by Date export (June 2026). 564 transactions captured across every account · parsed total $34,847.74 = QBO's own control total ✓ reconciles exactly (0 rows dropped). File: Internal_Audit_Mirror/transaction_mirror_2026-06.csv.
| Classification | Count |
|---|---|
| Transfer | 202 |
| Overhead | 74 |
| Billable link (A/R billable-expense-charge) | 62 |
| Income (deposits / sales receipts) | 59 |
| Cleaner — non-billable | 58 |
| Reimbursable expense | 54 |
| Needs review | 55 |
| Total | 564 |
Enrichment layer (added 7/1): customer/owner now assigned to 88% of billable rows (102/116, by pairing each expense to its billable-charge) · 241 rows flagged as needing a receipt or payment confirmation (the corroboration queue) · counting that pending receipt layer honestly, full audit completeness = 83.6%. File: transaction_mirror_2026-06_enriched.csv.
*Two things remain, stated plainly: (1) class assignment is not in this export (the field is disabled for this report type) — it fills via a class-enabled report or the daily task; (2) receipt / payment-proof corroboration runs incrementally (matcher engine specced) — the 241-row queue is worked over time as a coverage KPI, and payment "paid/deposited" stays at MCP-reviewed / QBO-only until #bank-notifications confirms the deposit + account. So: reconciled transaction mirror = 100%; audit completeness = 83.6% and climbing as receipts corroborate.
At a glance — June 2026
Status key: LIVE running · PARTIAL in progress · ACTION needs a human · PLANNED designed, not yet live · REF reference/SOP
System report cards
June Categorization Audit PARTIAL
Full red/amber/green review of June transaction logging. Headline: $8,133.11 billable-to-owner unbilled; posted categories otherwise clean.
Transaction Router/2026-07-01_June_2026_Transaction_Categorization_Audit.html · Source of truth: live QBOCapture System (receipt ↔ transaction) PLANNED
Matches every bank transaction to its receipt across #email-billing + Gmail; alerts when missing; threads how it was found. Goal: no receipt hunting.
Capture_System/CAPTURE_SYSTEM_SPEC.md · Ledger: bank_transaction_audit_ledger.csvUnbilled Billable-to-Owner ACTION
$8,133.11 across 11 owners logged billable but not yet on an invoice — the #1 cause of invoice delay. Largest: Bridget Jones $1,541, Jeffrey Holladay $1,301, DF Properties $1,200.
Reconciliation Jobs PARTIAL
Forensic money-tracing: owe-owners, trust-fund double-charges, owners-owe-me, security-deposit dips, Robert Nool trust ledger.
Transaction Router/Reconciliation/ · read-only on live dataOwner Payout Tracker PARTIAL
Tracks Remit-to-Owner remittances owed + receivables per owner. Daily scheduled run; digests to #owner-transactions (queued).
MTR Reconciliation Watcher LIVE
Monthly: traces rent collected → deposited to dedicated trust → owner remitted same month; flags breaks + deposit dips. Read-only, flag-only.
Reconciliation/jobs/rent-routing/Vendor Payment Classification SOP REF
Decides billable-to-owner (established co, at cost) vs. Lodgest service charge (in-house labor, w/ markup). Cleaner pay = never billable.
Receipts & Payment Feeds LIVE
Forwarded receipts + payment confirmations + bank alerts routed into Slack; Lodgest Router relays receipts-to-record to Ameer (who can't access #email-billing).
Fully-audited QuickBooks status — by month
| Month (service period) | Categorization | Invoices | Reconciliation | Notes |
|---|---|---|---|---|
| Jan–Apr 2026 | PARTIAL | SENT | PARTIAL | Owe-owners audit provisional; some Jan–Feb billable charges still unbilled |
| May 2026 | DONE | SENT | PARTIAL | 16 invoices issued in June; owner-trust items handled (A0208, A0211) |
| June 2026 | AUDITED — open items | PENDING (build in July) | IN PROGRESS | $8,133.11 unbilled; $1,605 cleaner double-charges to remove; 254 For-Review; repairs to trace |
| July 2026 | IN PROGRESS | — | — | Daily capture + audit begins |
Items needing receipts or clarification
| Item | Amount | Property | Status | What's needed / found |
|---|---|---|---|---|
| American Comfort Group — HVAC (inv #11543) | 327.00 | DF Properties (111 57th) | FOUND | Receipt in #email-billing + Gmail (HousecallPro, Job #147). Billable unless trust-funded — confirm funding card. |
| Cleaner pay billed as reimbursements (Gleysi, David Custer) | 1,605.00 | 7 owners | REMOVE | Double-charge — cleaning already billed via Turnover Cleaning Fee. Never billable. |
| Ginger Lily Farms Club & Fitness (gym) | 57.21 | JJ3PS / 4702 | RECLASSIFY | Overhead billed to owner — move off owner. |
| PAYPAL *CAITLYN | 130.00 | Tre Baltic / 1738 | VERIFY | Staff payment on owner — confirm purpose / reclassify. |
| DF Properties June repairs (door plates, tub, Roku, Visa) | 427.86 | DF Properties / 111 57th | TRACE | Confirm funding — do-not-rebill if paid from 111 57th owner trust. |
| Unresolved PayPal/ACH lines (raw descriptions) | ~845 | multiple | RESOLVE | Company invoice → reimbursement; individual → service charge (per SOP). Several stuck since Jan–Feb. |
Receipt & link references (where to hunt)
| Source | Use | How to hunt |
|---|---|---|
| #email-billing (private) | Forwarded receipts + PayPal payment confirmations | Private search by vendor / amount / invoice# (include bots) |
| Gmail (beachestateproperty@gmail.com) | Richest — itemized vendor receipts + service address (HousecallPro etc.) | Search by vendor / amount / subject |
| #bank-notifications | Live bank alerts (Navy Federal) — awareness + corroboration | QBO stays the transaction ledger |
| #email-payment-received + #zelle-payments | Owner payments received → close matching invoices | Match to open QBO invoices |
Transaction Router/Receipts/ | Durable filed receipts (inbox → attached) | Search folder + index |
| Notion — Accounting Operations hub | Reconciliation context + SOPs | Reference |
Rule: never mark an item "needs receipt" until #email-billing (private search), Gmail, the Receipts folder, and QBO attachments have all been searched.