Financial Tracking & Billing Ops SOP

Consolidated from six cross-training Looms (Jan–May 2026). Covers the P&L sheet, the budget change log, Facebook ads billing, and the daily lead summary script. Every section links its source Loom.

1. Add a new client to the P&L sheet

📹 Watch (canonical, Feb 2026): https://www.loom.com/share/4e26796af920432a9154868dd980a954 📹 Also: https://www.loom.com/share/66a189a8a826478c8c8ecf2e00d6cb37 (Jan, countertops example) · https://www.loom.com/share/6beeac384ad2406e9c099e1e080fd2c4 (May, review of a near-miss — useful for seeing what "almost right" looks like)

Sean recorded this three times for three people; the procedure is one checklist:

1. PPA Key tab — add the client row: billing model + unit value (e.g., $350 pay-per-appointment; monthly retainer = the flat monthly amount). Ad spend column: if we cover their ad spend, enter N/A.
2. Name spelling is everything. Search the client in the import tab and copy the name exactly as it appears there — the P&L matches by exact string. Paste, never retype.
3. Daily Ad Spend tab — paste the same exact name.
4. Daily Appointments (setter) tab — paste the same exact name.
5. Keep all three lists in alphabetical order (rows can be dragged; formulas adjust).

Failure signatures: - Account is live but the dashboard shows 0 / 0 / 0 → the name doesn't exactly match the import tab. Re-copy it. - Leads not counting even though the row exists → the unit-value cell in the PPA Key is blank (this was the missed step in the May video). Fill it.

2. Budget change log

📹 Watch: https://www.loom.com/share/7903ae34d509498d8d78bcbf18228b16

The P&L has a budget dashboard + budget change log. Context: spend is capped by our card's credit limit, so changes need to be visible.

1. Every daily-budget change gets a row: client, new/changed amount, approved by, why (e.g., "scaling the winning ad set"), date.
2. The dashboard reads from the log — emoji markers distinguish clients covering their own ad spend, and the log can be filtered to only clients whose spend is on our card (the ones that matter for the credit cap).

3. Facebook ads billing — find, fix, troubleshoot

📹 Watch: https://www.loom.com/share/7068e2ed15874d5fafa50bb6141e9873

Direct URL: business.facebook.com/latest/billing_hub (bookmark it — disabled accounts conveniently sort to the top).

1. After the client clears it with their bank: open the account in the billing hub → Pay Now. If it fails, don't hammer it — once is diagnostic, five times is pointless.
2. Client says "my bank shows all the charges going through": open payment history and find the one failed attempt — that single failed charge is what disabled the account. Show them the date and amount.
3. Add Funds (wallet) vs auto-charge: auto-charge is the default and preferred. For clients whose bank keeps blocking charges, Add Funds prepays a wallet (e.g., $50/day × 7 days = $350) and ends the bank back-and-forth. Card can be picked from the ones on file or added new.

4. Daily Lead Summary — edit recipients or client list

📹 Watch: https://www.loom.com/share/ec93744ddec44a86b1b7e10778f6aaed Sheet: https://docs.google.com/spreadsheets/d/1WnSR1rGPOxaetK01d_kYfukm0zCql0PJ_gmG1CeQSDA/edit?usp=sharing ("Client Dashboard Helper")

Typically the CSM's job. The daily lead notification emails are driven by an Apps Script on the Client Dashboard Helper sheet.

1. Open the sheet → Extensions → Apps Script.
2. Recipients (~lines 15–22): swap/add/remove notification emails.
3. Client lists (leads-only clients, old clients): add or remove client names. Case-sensitive — Wincurve ≠ WinCurve. Always copy the exact string from the sheet cell, never retype.
4. Hit save (💾). Running it manually is optional — only for double-checking.

WARNING

Gap: "How to Setup a New Month in Client KPI Sheet" (Oct 2025, https://www.loom.com/share/285f3c3df7f3492695563114e45e2de9) lost its audio on Loom's CDN — the transcript is unrecoverable and the procedure is undocumented. Re-record if the monthly reset isn't obvious to whoever inherits it.