Session Purpose & Flow
We are not presenting finished drafts for review. We are getting the last set of directional decisions so the policy manual and 17 SOPs can move from draft to finalized.
What's already baked in: Smartsheet as operational hub · weekly cadence · Monday 10am timesheet deadline · Amex to Finally transition · ap@ietteam.com intake. Today confirms those and collects threshold calls that only Randy can make.
Time Allocation (60 min) — walk the tabs in order
2 · Recap (5 min) → Engagement tab
Where we are in Phase 1, what's drafted, what still needs Randy's input today. Progress bar shows Week of Phase 1.3 · Demo (10 min) → Job-to-Cash Map tab
Two-minute walk-through of the policy manual structure, then the Job-to-Cash swimlane end-to-end. Frames every decision that follows.4 · Decisions (30 min) → Decisions tab
Ten decisions, in order. Mark Decided, Park, or note the direction. Park anything that spirals into execution detail. Item 5 links to the Thresholds tab.5 · Thresholds & Approvals (10 min) → Thresholds tab
19 rows (10 thresholds + 9 approval matrix). Endorse / Adjust / Park each one. Drafts calibrated to $10-15M revenue.6 · Probe Questions (3 min) → Questions tab
Only if time allows. Pain Point Validation + Team & Capacity probes.7 · After the Call (2 min) → After tab
What we need from Randy before next session, and the control gaps we flagged.
Reference-only tabs: Process Index (23 SOPs) and Roles & Systems (org hierarchy + systems map) are available at the end of the nav for lookup during decisions. Not part of the main flow.
Running Decisions Dashboard
Decided: 0 / 10
Parked: 0
Open: 10
Click a decision in the Decisions tab to mark status.
Engagement & Timeline
Signed March 23, 2026 · Effective April 1, 2026 · Contract: PROP-0324 FinanceOS Implementation & Fractional CFO Services
Phase 1 Duration
2–4 months
April – July 2026
Effective Start
April 1, 2026
Signed March 23, 2026
Today
Week 2 of Phase 1
April 16, 2026
Phase 1 Progress
Apr 1
Start
Start
Apr 16
Today
Today
May 1
Month 2
Month 2
Jun 1
Month 3
Month 3
Jul 1
Target End
Target End
Apr 1
Engagement Kickoff
Phase 1 launched. Systems review initiated.
Apr 2–10
Systems & Data Review
Org chart, process deep-dive calls with Michelle and Joe, Rightworks QB exports, Business Model Canvas.
Apr 11–16
Accounting Process Design
Policy manual & 17 SOPs drafted. Today: decisions call with Randy to finalize direction.
Apr 17 – May 15
Policy & SOP Finalization
Incorporate Randy's decisions · update SOPs · internal review · Michelle/Joe training sessions.
May 15 – Jun 1
Close Playbook & KPI Framework
Month-end close checklist · COA rationalization · KPI definitions aligned to operational drivers.
Jun 1 – Jun 30
Management Reporting Package v1
First monthly package delivered · design finalized after Randy's three-metric input.
Jun – Jul
Transition to Phase 2
Monthly CFO cadence begins · 13-week cash flow · rolling 3-year forecast kicks off.
Scope by Phase
Phase 1a · FinanceOS Implementation
Systems & Data Review- Accounting system structure & COA evaluation
- Current reporting outputs & management visibility
- Month-end close process & timeline assessment
- Supporting systems impacting financial reporting
- Structured month-end close process
- Reporting timelines & responsibilities
- COA aligned to operational reporting
- KPI framework for evaluating performance
- Accounting policies & financial procedures
- Close checklists & process documentation
- Internal review processes supporting accuracy
Phase 1b · Training & Adoption
Accounting Team Coaching- Executing month-end close process
- Maintaining reporting timelines
- Clarification of roles in financial workflows
- Identify / refine KPIs
- Cadence for reviewing KPIs with leadership
- Integration into leadership meetings
- How leadership reviews financial performance
- Consistent financial review cadence
- Connection between data and strategic objectives
Phase 2 · Executive CFO Package (ongoing from ~July 2026)
Meeting Cadence
- Monthly CFO Call (60 min)
- Monthly Check-in Call (60 min)
- Quarterly Strategic Planning Call (90 min)
- Annual Strategic Planning Session (in-person, full day — Q4 2026)
Recurring Deliverables
- Monthly Financial Reporting Package
- 13-Week Cash Flow Forecast
- Rolling 3-Year Forecast Model
- Annual Plan & Goals Document
Scope Guardrails
Explicitly OUT of scope
Bison CFO is advisory. If a request drifts into execution territory, flag it and ask whether it should be scoped as a separate engagement.
- Bookkeeping or transaction coding
- Accounts payable processing
- Payroll processing
- Tax preparation
- Audit / review / compilation / assurance
- Day-to-day accounting execution
- Assuming management authority
- Fraud detection (engagement not designed for this)
Key Terms
Billing: Monthly, due on receipt
Termination: Written notice; pay through notice date
Liability cap: 300% of fees paid
Full contract: Contracts/Integrated Environmental Technology PROP-0324 FinanceOS Implementation & Fractional CFO Services.pdf
Decision Tracker
The drafts are written assuming Randy endorses the direction below. If a decision goes the other way, one or more SOPs need rework.
Materiality Thresholds & Approval Authority
This is the capture area for Decision #5. Walk each row with Randy. Set status (Endorse / Adjust / Park) and type the final value or note.
How to use: For each row, click a status button on the right. If he wants to adjust, type the new threshold in the "Final / Notes" cell. All thresholds default to the drafted values until marked otherwise.
Materiality Thresholds
| Decision Area | Draft | Guidance | Final / Notes | Status |
|---|
Approval Authority Matrix
Defines who approves what. Drives how many transactions flow back through Randy daily.
| Transaction Type | Up to $5,000 | $5,001 – $25,000 | Over $25,000 | Final / Notes | Status |
|---|
Field authority (drafted, confirm)
- PMs may commit up to $5,000 per transaction without prior approval
- All field purchases require receipt + job number within 3 business days
- Purchases over $5,000 require Randy's approval (phone/text allowed, with written follow-up)
- Repeat purchases exceeding $10,000 on a single job within a week must be flagged to accounting for PO issuance
Threshold decisions progress:
Endorsed: 0
Adjusted: 0
Parked: 0
Open: 19
Probe Questions
Use these between decisions to pull out things only Randy knows. Kept narrow to accounting & team — business strategy and reporting-package design are deferred to a future session to keep this call focused.
Pain Point Validation
- Of the three issues flagged (CC receipts, time entries, job status delays), which hurts the most today?
- Where do you spend time each week that you shouldn't have to?
- Are there recurring errors or surprises in monthly numbers?
Team and Capacity
- How do you feel about the current accounting team's capacity? Where are the stretch points?
- Are Michelle, Cathy, and Joe the right owners long-term for what the SOPs describe, or is there a role we should plan for?
- Is Diane's role staying at quarterly external review, or does she need to step in more deeply?
Job Complete to Cash — Swimlane Map
Combines RC-01 (Job Completion to Invoice) and RC-06 (AR & Collections). Use this to walk through the SOP demo.
#
Trigger / Description
Field / PM
Joe (AR)
Michelle (Accounting)
Randy (Owner)
Customer
Systems
1
Field work completes
Crew reports done
IET Link / field
2
PM validates completion & gathers info within 1 business day
PM review: photos, materials, change orders
Smartsheet
3
PM updates Smartsheet to "Ready to Bill"
Status flag + cost backup
Smartsheet
4
Accounting reviews queue Tue & Thu
Joe pulls "Ready to Bill" list
Smartsheet → QB
5
◆ Decision gate: Ready to invoice?
If missing info → back to PM
Joe validates
Smartsheet
6
Create QB invoice within 3 business days
Joe drafts in QuickBooks
QuickBooks
7
◆ Approval gate: invoice > $25,000?
Routes to Randy same day
Randy reviews before release
QuickBooks
8
Send invoice to customer
Email + portal
Receives invoice
QB + email
9
Update job record → "Invoiced"
Status update
Smartsheet
10
Record cash receipt
Apply payment in QB
Payment sent
QuickBooks
11
AR aging review weekly
Pull aging
Joint review
QB aging report
12
◆ Collections escalation: 30 / 60 / 90 / 120 day
Calls / emails per threshold
Owner call at 90+
Customer contact
QB + email log
13
◆ Write-off decision > $1,000
Prepares write-off memo
Records JE
Randy approves
QuickBooks
14
Close the loop → Smartsheet "Paid/Closed"
Final status flag
Smartsheet
Key SLAs
- PM status update: within 1 business day of job completion
- Accounting reviews: Tue & Thu
- Invoice created: within 3 business days of "Ready to Bill"
- Large invoices (>$25K): routed to Randy same day
Known Risks
- PM status lag (most common cause of late invoicing)
- Missing PO / change order support
- Collections thresholds not formalized
Process Index (24 Processes)
Revenue · Expenditure · Payroll & Labor · Month-End. Hover for risk notes.
6
Revenue (RC)
5
Expenditure (EP)
6
Payroll / Labor (PL)
7
Month-End (ME)
| ID | Process | Cycle | Owner | Freq | Systems | SOP | Criticality | SPOF | Key Risk |
|---|
Roles & Systems
Who runs what, how they report, and the tech stack. Extracted from the Jan 2026 org chart plus discovery calls with Michelle and Joe.
Reporting Hierarchy (accounting-relevant view)
President
Randy Adkins
Final approval · WIP oversight · key decisions
V.P.
Mike Daniels
Operations / all field divisions
Landfield Services
Gene Sowers / Carter Belvin, PE
PMs: Chris Walker, Blaine Anthony, Chris Whan
IETLink
Kevin Flavin, PE, CFM
R&D (David Burns) · Dashboard (Joe Faulkner) · Field Install (Kyle Baldwin)
IET Engineering
Carter Belvin, PE
ESG / Validation / Project Development
Corporate Admin
(department)
Finance · Admin · Project Coordination
Sr. Accountant
Michelle Cook
AP · credit card · payroll · job costing · bank recs
A/P
Cathy Adkins
Project Administrators
Joe Faulkner
Invoicing · PO tracking · Smartsheet admin · AR (also dashboard work in IETLink)
Executive Assistant
Delia Williams
Exec support
External advisors (dotted-line, not employees)
External Consultant
Diane Loweke
Financial review · WIP · quarterly labor · close signoff
Fractional CFO
Travis Woods · Kurtis Hanni · Espie Cuyos
Bison CFO · advisory only (see Engagement tab for scope)
Accounting-focused reading of this chart: Michelle (+ Cathy for AP) and Joe carry the weight of every SOP we're drafting. Field PMs (Walker / Anthony / Whan at Landfield, Baldwin at IETLink) feed data in. Randy is the approval node on every material decision. Diane is external and Phase 2+ wants to graduate her WIP role to Michelle.
Systems
QuickBooks (Rightworks hosted)
LIVE
GL, AP, AR, invoicing, job costing, reporting
Smartsheet
PENDING RANDY ENDORSEMENT
Job tracking, project status, billing & PO tracking
Excel WIP Workbook
SPOF: DIANE
WIP tracking, contract values, cost-to-complete
American Express
CURRENT
Credit card platform
Finally
ROLLOUT PENDING
Credit card + expense management (future state)
Kingsboard (IET Link)
LIVE
Operations dashboards (non-financial)
Payroll system
TBC — CONFIRM WITH RANDY
Platform not yet confirmed
ap@ietteam.com
IT SETUP PENDING
AP invoice intake (dedicated email)
After the Call
Two lists: what we need back from Randy to unblock Phase 1, and the control gaps we flagged while designing the SOPs.
What we need from Randy
- Written confirmation of decisions from today (or a follow-up call to finalize any parked items)
- Contact for IT to set up ap@ietteam.com if approved
- Access to last 3 months of Amex statements (to test the close / reconcile SOP end-to-end)
- Intro to the payroll provider so we can document PL-03 and PL-04 with real system detail
- WIP workbook ownership call (Diane vs. Michelle) so we know who to train
Control gaps flagged during process design
- Vendor master audit: no formal review of vendor list. Recommend Michelle run a sample audit as part of Phase 1 EP-02.
- Bank reconciliation SPOF: Michelle is the only person who runs ME-01. Recommend cross-training Joe or Diane as backup before Phase 2.
Note: The running list of pending decisions lives on the and Phase 1 timeline progress is on the . This tab only covers items that leave the call.