From Stumptown Syndicate
- 1 Writing Syndicate and event budgets
- 2 Writing Invoices (Xero)
- 3 Writing checks (Xero)
- 4 Download Statements and Bills to Dropbox
- 5 Receiving checks
- 6 IRS and Oregon Dept of Justice filings
- 7 Paying bills
- 8 Review and categorize Xero transactions
Writing Syndicate and event budgets
- For example: 2014 Syndicate budget
- Currently using Google spreadsheets, but could use a better solution, preferably one that tracks against our Xero records.
Writing Invoices (Xero)
- [Setup] Each year, create new inventory items (sponsorship levels for events) at Settings -> Inventory Items
- [Setup] For more details about setting up Invoicing for the Syndicate overall, see Procedures/Treasurer/Xero_Invoices
- Create new invoices at Accounts -> Sales
Writing checks (Xero)
- Accounts -> Checks -> Spend Money
- Save the PDF to Dropbox and print it onto our check stock
- Get a different board member to sign it
Download Statements and Bills to Dropbox
- FirstTech monthly statements
- Other bills and receipts
- stamp back of check, use phone app or bank website to deposit
- FirstTech will take a greyscale JPG scan of the check via their website
- put scan of the check in Dropbox - Accounting - Deposits
Update spreadsheets in Google drive:
- Syndicate Budget
- specific event budget
- specific event sponsorship, if applicable
- add sponsor logo to event website
- (OS Bridge) email sponsor about 15% discount, send links to register their free sponsor passes, bcc CRM
- Send sponsor thank you letter, 501c3, no goods & services etc etc
No longer used, replaced by Xero:
IRS and Oregon Dept of Justice filings
- 990, 1099s, CT-12, business registry, etc.
- See Procedures/Deadlines for when these are due.
- Our CPA helps us with these.
- Add the public copy of the 990 to our website
- For example, Tech/Domains
Review and categorize Xero transactions
- Xero needs to be reviewed weekly or so.
- Updates automatically come in from the bank.
- Categorize each transaction with an account and activity (department).
- Keep an eye out for unusual transactions. Obviously look out for fraud, but also sometimes billing gets screwed up. (Once Rackspace started charging us for the free non-profit account).