Approve Friday’s payroll hours
Hours for Oct 19 – 30 are totalled for all 14 staff, including 11.5 hours of overtime for the Linden Crescent boiler job. Payroll cannot run Friday without your approval.
Due Fri Oct 30, 2026 — overdue
Today — Sat Oct 31
Sat Oct 31
Due today
Q3 GST filing
Return for Jul 1 – Sep 30 is reconciled and ready to file. Net owing $8,412 — see GST & filings.
Sat Oct 31
Month-end
October month-end close — first steps
Bank feeds are in to Oct 30. Close finishes by Thu Nov 5 once the last receipts land.
Tomorrow
Sun Nov 1
November service fee billed
Foundation tier, billed on the 1st — see Money. No action needed.
Sun Nov 1
New supplier price list takes effect
Prairie Supply pricing updates Nov 1. The new agreement itself is waiting on your signature — see Waiting.
Coming up
Mon Nov 2
Receivables follow-up
Friendly reminders on three invoices past 30 days. Two more invoices go out once you confirm them.
Tue Nov 3
Supplier payment run
Nine bills totalling $18,940 scheduled — see Money. Nothing needs your approval at this amount.
Wed Nov 4
Credit-card reconciliation cut-off
Four October receipts are still missing. Send them by Wednesday so the close stays on time.
Thu Nov 5
October month-end close complete
Financial summary to you by end of day, with payroll and receivables notes.
Fri Nov 6
Pay day
Payroll run — 14 staff
Pay period Oct 19 – 30. Gross $16,840. Hours approval is the one item holding this up.
4 waiting on you
Waiting on you
Overdue
Due within 7 days
Standing item
Confirm two customer invoices before they go out
Invoice 1847 — Hartwell residence, water heater replacement, $2,860. Invoice 1848 — Cedar & Main Property Group, quarterly maintenance, $1,475. Both are drafted and ready; a quick yes sends them Monday.
Due Mon Nov 2, 2026
Sign the new supplier agreement
Prairie Supply Co. — 2027 pricing and net-30 terms. The summary of what changed is on the first page; signature is on page 6. Signing by Thursday keeps the new pricing in place for the November orders.
Due Thu Nov 5, 2026
Provide missing October credit-card receipts
Four charges have no receipt yet: fuel on Oct 8 and Oct 21, parts on Oct 14, and a parking charge on Oct 27. A photo of each is enough — they are needed for the card reconciliation in the October close.
Standing — needed by Wed Nov 4 for the close
How this works
Anything that needs Sam — and only Sam — sits here with its due date, so it never has to be dug out of an inbox. Once you clear an item, it drops off this list and the work behind it moves ahead the same day.
6 standing workstreams
Workstreams
Bookkeeping & month-end
In progress
Bank and card accounts are reconciled to Oct 30. Four receipts are the only gap — see Waiting.
Where it stands — October close
- Bank feeds imported and coded to Oct 30
- Supplier bills entered for October
- Payroll journal posted for the Oct 23 run
- Credit-card reconciliation — waiting on 4 receipts
- Close and summary to Sam by Thu Nov 5
Key facts
- Books kept in QuickBooks Online, updated weekly
- Close target: the 5th of the following month
- September close: finished Oct 3, summary sent same day
Payroll
Needs input
Pay period Oct 19 – 30 · 14 staff · gross $16,840, including overtime on the Linden Crescent job.
Where it stands — Nov 6 run
- Timesheets collected from all crews
- Hours totalled and overtime flagged
- Sam approves the hours — see Waiting
- Payroll processed and direct deposits released Thu Nov 5
- Pay stubs posted Fri Nov 6
Key facts
- Biweekly rhythm, paid every second Friday
- Source deductions calculated and set aside each run
- One new hire in October — file and TD1s complete
Payables
On track
All nine bills are within terms. The largest is Prairie Supply at $7,320 for October parts.
Where it stands — this week’s run
- Bills received and matched to packing slips
- Run totalled and scheduled for Tue Nov 3
- Payments released Tuesday
- Remittance notes sent to suppliers Wednesday
Key facts
- Payment runs are weekly, on Tuesdays
- No bill is paid early or late without a note here first
- October payables: $41,205 across 4 runs, all on time
Receivables
In progress
$48,620 out across 11 invoices. Most is current — three invoices need a nudge this week.
Where it stands
- October invoices sent for completed jobs
- Payments matched to Oct 30
- Reminder round Mon Nov 2 — 3 invoices past 30 days
- Two new invoices out Monday once Sam confirms them
Key facts
- Largest outstanding: $12,400 — commercial job, 21 days out, within terms
- Oldest outstanding: 34 days — reminder goes out Monday
- Terms are net 30 unless a job agreement says otherwise
GST & filings
On track
Q3 (Jul 1 – Sep 30): GST collected $21,908 · input credits $13,496 · net owing $8,412.
Where it stands — Q3 filing
- Sales and GST collected reconciled to the books
- Input tax credits checked against receipts
- Return prepared and reviewed
- File and pay by Sat Oct 31
- Confirmation filed in Records for the quarter
Key facts
- Quarterly filer — next return covers Oct – Dec 2026
- Payroll remittance reconciliation follows each quarter
- No filing has been late; confirmations are kept on file
Records & systems
Needs input
Everything else is filed: supplier agreement drafts, payroll records, and filing confirmations are in their folders.
Where it stands
- October supplier bills filed by vendor
- Payroll records filed by pay period
- Shared drive tidied — job folders by customer
- Credit-card receipts — 4 still to come from Sam
- Year-end folder opened for the June 2027 corporate year-end
Key facts
- One shared drive, one naming pattern, nothing kept only in email
- Receipts are photographed and attached to the transaction
- Access: Sam and The Back Office Co. only
The recurring rhythm
Weekly
Fri Nov 6
Then Nov 20
Payroll Fridays
Every second Friday. Hours are totalled the Monday before; deposits release the Thursday before pay day.
Tue Nov 3
Weekly
Supplier payment run
Tuesdays. Bills that arrive by Monday noon make that week’s run.
Mon Nov 2
Weekly
Receivables check
Mondays. Anything past terms gets a reminder the same day.
Monthly
Thu Nov 5
By the 5th
Month-end close
October’s close lands Thu Nov 5. Summary to Sam the same day — sales, payroll, and what is owing both ways.
Tue Nov 10
By the 10th
Credit-card reconciliation
October statement reconciled once the last receipts are in. Next: Tue Nov 10 at the latest.
Sun Nov 1
On the 1st
Service fee billed
Foundation tier, billed on the 1st of each month — see Money.
Quarterly
Sat Oct 31
Today
GST filing — Q3 return due
For Jul 1 – Sep 30. Next quarter (Oct – Dec) files in January 2027.
Thu Dec 31
Payroll remittance reconciliation
Quarter-end check that source deductions remitted match the payroll records, before the year turns.
Annual
Feb 2027
T4s and payroll year-end
T4s for all 14 staff prepared in February, with the annual payroll summary. Records are gathered through January.
Jun 2027
Corporate year-end — Jun 30
Year-end package prepared for the accountant after Jun 30, 2027: reconciled books, payroll records, and GST confirmations.
If a date falls on a weekend or holiday, the Register shows the working date it will actually happen on.
Money at a glance · No bank details are shown here
Invoices out — awaiting payment
$48,620
Across 11 customer invoices · oldest is 34 days out · 3 invoices past 30 days get reminders Mon Nov 2
Bills scheduled this week
$18,940
9 supplier bills in the Tue Nov 3 payment run · largest: Prairie Supply Co., $7,320
Friday’s payroll
$16,840
Gross pay for 14 staff · pay period Oct 19 – 30 · pays Fri Nov 6, once hours are approved
Your Back Office service fee
$1,650 / month
Foundation tier · flat monthly fee, billed on the 1st · next bill Sun Nov 1
Project work — a new system set-up, a clean-up, a one-off report — is quoted separately in advance, never added to the monthly fee without your written okay.
How money is handled here
This view shows what is owing, what is going out, and what payroll will be — the working figures you need to make decisions. It never shows bank balances or account numbers.