Finance SOP

WayCup Admin Context

This directory and its subdirectories contain context, standard operating procedures (SOPs), and plans for managing WayCup Creative’s administrative operations.

Finance Organization Standards (Google Drive: 1. Finance)

When dealing with financial documents, receipts, bank statements, or tax forms, always strictly adhere to the following folder and file naming structures.

1. Folder Structure (Category > Year)

All financial documents must be organized first by Category, and then by Year. Do not nest years inside of other year folders, and do not append the year to the category name (e.g., use Taxes/2026, not Taxes/Taxes 2026).

Approved Top-Level Categories:

• Taxes
• Bank Statements
• Receipts
• Bookkeeping
• Invoices
• Insurance
• ACH Forms
• _Tax Planning

2. File Naming Convention (Category First)

Whenever a new financial file is uploaded or processed, it must be renamed to match this exact format: [Category] - YYYY-MM-DD - [Description].[ext]

Examples:

• Taxes: Tax - 2026-04-15 - W2 WayCup.pdf
• Bank Statements: Statement - 2026-03-31 - Chase Checking.pdf
• Receipts: Receipt - 2026-04-01 - Adobe Creative Cloud.pdf
• Bookkeeping: Bookkeeping - 2026-03-25 - PNC Export.xlsx
• Legal/ID: ID - 2025-01-20 - Alyssa Drivers License IL.pdf

3. File Processing Guidelines

• Dates: Use the document’s issue date, statement end date, or receipt transaction date for the YYYY-MM-DD section.
• Descriptions: Keep descriptions concise but specific (e.g., PNC Credit Card, W-9 Form Signed).
• Format: Ensure there are spaces around the hyphens connecting the Category, Date, and Description.

Note for Agents: If asked to process or organize financial files for WayCup, read this block, establish the intended categories, and instruct the user on the exact file names to apply.