Finance Ops Coordinator

Checking accounts

• Income — where all funds are deposited
• Opex — marketing, software, and other bills
• Taxes — all taxes paid from here
• Inventory — all inventory bills
• Marketing — Facebook ads and advertising expenses
• Fulfillment — shipping and fulfillment costs
• Profit — extra funds are stored here

Credit

• Cash Back card (1876) — $20k limit. The priority card when credit is needed.
• Points card (8874) — $40k limit.
• Line of credit (7554) — $100k. Emergencies only.

Use the correct debit card / account for the correct expense — cards live in LastPass. Also handle the office basics: check the mail, make sure bills are paid, photograph receipts and upload them.

• Log into PNC and view the Income balance.
• Enter the number in the highlighted yellow area of the Profit First Excel sheet — it calculates what to transfer where.
• Make the transfers per the calculation.
• Before finishing, confirm: any Zelle payments that would disrupt the calculation? $3,000 in Payroll? $2,000 in Operating? Anything owed on the credit card?

Retained earnings

Bi-weekly, transfer business profits from PNC (account 3557) into the Chase retained-earnings account — up to $10k per transfer, via Pinacle Funds Transfer with the access token, then get approval. Keeping profit out of the day-to-day accounts protects retained earnings.

Festivals did $16,461 in one August week, so festival months have to close cleanly. The answers that used to live in Slack threads:

• Cash deposits go to the income account — always. If there is ever a question about which account, the answer is the income account, and the question goes to the Bookkeeper, not the CEO. The Bookkeeper confirms the coding after each deposit.
• Festival sales are tracked per event, so each festival is judged on its own numbers.
• Event-side expenses (booth fees, permits, the small stuff) come out of the events side account. The company settles the balance after fest season in one transfer — never per-expense. Anything that hits the wrong account gets logged as owed and netted at settlement.
• The event lead's money checklist: cash/change float set and POS tested before; cash secured daily during; deposited to the income account within 7 days after.

• Log into the Culture Studio dashboard → Orders tab.
• The budget is whatever sits in the Inventory account (0377) — even if past due, that's the ceiling.
• From the latest financial statement email, copy each invoice number, find it in Orders, open it, and click Make Payment.
• Pay with the DEBIT card tied to the Inventory account — they don't take credit cards (transaction fees). Partial payments are fine when the budget runs short.
• Over $10k to pay (usually only around Christmas)? Use a bank transfer instead — $10k is the card limit.

• Find the "ZipScale Invoice" email and click Review and Pay — it opens in QuickBooks.
• Payment method: Bank (never debit/credit) → Business Checking → the Fulfillment account's routing and account numbers.
• Verify the amount and details, submit, then save the confirmation to the ZipScale Invoices folder and update the Financials Tracker.
• Pay as invoices arrive — Zipscale charges late fees automatically.

• Payouts run on the 1st: monthly collaborators for the previous month; quarterly collaborators in January, April, July, October.
• Shopify → Analytics → Reports → each collaborator's pre-saved report. Confirm the date range covers the right period.
• Commission = Total Sales × their rate (rates, frequency, and payment method live in the Collaborator Payments doc — e.g. Nikki, 50%, Zelle).
• Send payment, export the report as CSV, and email it: subject "[Month, Year] Sales Report", CC the CEO and Accounting, totals and commission in the body.
• File everything in Drive and update the tracker: date paid, amount, confirmation.

Other regulars

• UGC/affiliate creators: they sign an I-9 and content-rights doc first; file content in Drive, then pay via their preferred method (QuickBooks, PayPal, Venmo, Zelle).
• MAGS Group (Mike Ficara): invoices via Shopify monthly, paid by card.
• Blue Chip Creative (Justin): bills the 1st of each month, paid via Zelle from funds staged in the Payroll account.

• W-4 employees: DK Tax initiates weekly payroll through PNC's business side (Pinacle). It requires a team member's approval to push through — approving it each week is your responsibility.
• Payments initiate Tuesdays (money leaves that day) and land in employee accounts Friday. Make sure the Payroll account covers the balance before Tuesday.
• International employees: paid via Wise bi-weekly (auto-transfer or manual), also drawn from the Payroll account.

Onboarding to payroll

• US W-4 hires sign: W-4, direct deposit form, standard application, signed job description. Email the set to DK Tax and file in Drive.
• International hires: signed job description, filed for our records.

Klaviyo billing

• Check Billing the last week of each month (~25th–28th): profiles used vs allowed, emails sent vs allowed.
• Usage over 95% → Change Plan one level up immediately so sends don't stop.
• Seasonal spikes: double the plan before Black Friday/Christmas, revert in January.

Printful wallet

• If autorenewal fails for lack of funds: Billing → Printful Wallet → USD Wallet → Add Money.
• Then clear the queue: Orders waiting for approval → Select All → Review → Continue to Payment.