Financial

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Accounts Payable

Purpose: To purchase and track all spending that is a “reasonable and necessary” business expense. All purchases must be approved in writing by the project manager and receipts uploaded immediately using the form below.

Purchases

  • Select the item. Consider if this is the RIGHT ITEM (correct specs, size, brand) and the BEST TOTAL COST OPTION (price, quality, labor impact, return policy).All purchases should only be reasonable and necessary and within budget to complete the job. Look for discounts, deals and other ways to save money because these decisions make a direct impact on everyone’s profit and the company’s future.

  • Make the purchase.Add it to the accounts at the following stores: Home Depot (810-941-8479), Lowe’s (810-941-8479). See if you can find a discount (i.e. Pro Account, 11 percent discount, etc).

  • Fill out the form immediately after purchase.

    • Job Name: The last name of the customer and the PO (found in Monday).

    • Vendor: The name of the vendor where the item was purchased.

    • Amount: The dollar amount that was spent on the item.

    • Description: A description of the item purchased and any notes (i.e. check #’s, etc)

    • Account: The account that was used - a personal account, business credit card, an account credit line, etc. No cash should be used.

    • Receipt upload: An upload of the receipt or proof of transaction.

Returns

  • Make the return. Make any necessary returns at your earliest convenience (within 72 hours). This will fight against cost creep. The receipt can be found on the Pro Account using phone number 810-941-8479.

  • Fill out the form immediately after return.

    • Job Name: The last name of the customer and the PO (found in Monday).

    • Vendor: The name of the vendor where the item was purchased.

    • Amount: The dollar amount that was spent on the item.

    • Description: A description of the item purchased and any notes (i.e. check #’s, etc)

    • Account: The account that was used - a personal account, business credit card, an account credit line, etc. No cash should be used.

    • Receipt upload: An upload of the receipt or proof of transaction.

Reimbursements

  • Review and approve the purchases. Open the Refine Builders Expense Receipts. Review the information and match it to the receipt. Is this a reasonable and necessary expense?

  • Reimburse the individual. Using Zelle, reimburse the individual for the approved purchases.

  • Mark the expense as paid.