# Tri-County Tire LLC — Reconciliation Workbook Scoping

**From:** Ledger
**To:** Cord
**Date:** 2026-05-24
**Client:** Tri-County Tire LLC (slug `tri-county`)
**Priority:** Scoping now; build target ~2 weeks out
**Engagement context:** Major cleanup engagement spanning Jan 1 2025 → present. Full plan: `Team Inbox/Tri-County Tire/2026-05-24 - Ledger - Cleanup Map - Master Plan.md`

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## What I need from you

A Coefficient-fed Google Sheets reconciliation workbook for Tri-County Tire's bank/credit-card accounts. We have **17 months of activity to reconcile across 4 accounts** during Phase 2 of cleanup. Doing this by hand in QBO is going to grind me into the ground — I need a Sheets-based working layer.

I'm scoping now so you can think about the design; build target is ~2 weeks out once Phase 0 (scope confirmation + client inputs) lands.

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## The accounts

| Account | QBO Account ID | Type | Current Balance |
|---------|---------------|------|----------------:|
| Royal Bank TCT CHECKING (5704) - 1 | 145 | Bank | $127,528 (4/30 BS) / $90,822 (5/24 TB) |
| Royal Bank TCT LOC (4020) - 1 | 146 | LOC | $0 |
| Capital One CLUB Business (0728) | 147 | Credit Card | $42,972 (4/30 BS) / $123,741 (5/24 TB) |
| Ramp Card | 154 | Credit Card | $385 (5/24 TB) — new addition |

**Period to reconcile:** Jan 2025 → current month-end (17 months as of today).

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## What the workbook needs to do

### Per-account, per-month tab
1. Pull QBO register for the month via Coefficient (one tab per account per month, or one tab per account with month filter — your call)
2. Match against bank statement (pasted or imported — bank statements will come from Jimmie's access, format TBD)
3. Flag exceptions: unmatched bank items (deposits in transit, outstanding checks), unmatched book items (misposted, duplicate, missing)
4. Calculate running reconciled difference; goal is $0 per month
5. Provide a column for me to add reclassification notes / target JEs

### Cross-cutting analysis tabs
1. **"Undeposited Funds clearing"** tab — the custom "Undeposited Funds (Tireshop)" tree has $402K stuck across subaccounts (ACH Direct $50K, Cash $30K, Check $538K, Credit/Debit $94K as of 5/24). Need a tab that matches UF posts to bank deposit hits and identifies the residue that never cleared. This is going to be tedious.
2. **"Inter-account transfers"** tab — flag any transfer between the 4 accounts; QBO should have transfer entries but I want a cross-check
3. **"Reclassification queue"** tab — running list of misposted transactions identified during reconciliation, with target accounts and dollar amounts, for batch JE posting

### Output / reporting
1. Per-month "Reconciliation Summary" — bank balance, book balance, in-transit, outstanding, adjusted, reconciled difference (target $0)
2. Per-account aggregate showing reconciled status for all 17 months at a glance (red/green/yellow)
3. Cumulative reclassification volume by target account — feeds into the cleanup JE batches

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## Why Sheets / Coefficient rather than just QBO native rec

1. **Volume.** ~3,000+ transactions across the scope window per the checking account alone. QBO's native rec tool is OK for monthly cycles but punishing for back-rec at this scale.
2. **Visibility.** I need to see the reconciliation status of all 17 months × 4 accounts in one view, not flip between QBO bank rec sessions.
3. **Reclassification queue.** Many transactions will need reclassification, not just matching. I need a working layer where I can mark, annotate, and batch them.
4. **Audit trail.** When this is done, the workbook is the audit trail — Jimmie or the client can see exactly what was changed, when, and why.

Coefficient is the right tool here per J2 stack standard.

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## Open design questions for you to weigh in on

1. **One workbook for all 4 accounts, or one per account?** Lean: one workbook with tabs per account; cross-cutting tabs for transfers + UF clearing live at workbook level.
2. **Statement import** — bank statement PDFs / CSV / OFX? Whatever format Jimmie can get. If OFX, easier to parse; if PDF, manual paste-in. Build for the messier case.
3. **Real-time refresh cadence** — Coefficient sync on open, or scheduled? Probably on open is fine; the source data isn't changing fast since cleanup is what's driving QBO writes.
4. **Sharing model** — who needs view/edit? Just me and you initially; possibly read-only to Jimmie during execution.

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## What I need from Jimmie before you build (Phase 0 deliverable)

I'll be chasing these — flagging so you know what's in flight:
- Bank statement format confirmed (PDF? OFX? CSV from bank portal?)
- All 4 account statements for at least Jan 2025 → today
- Confirmation of any other accounts not currently on the books

When that lands, I'll loop back to you to spec the import format and finalize the workbook structure. ETA: 1-2 weeks.

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## What I'm asking from you NOW

1. Acknowledge you've read this and can take it on
2. Push back on anything in the design that's wrong / harder than I'm assuming
3. Estimate build effort (1 day? 2-3 days? full week?) so I can sequence Phase 2 properly

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## Reference

- First-pass diagnostic: `Team Inbox/Tri-County Tire/2026-05-24 - Ledger to Jimmie - First-Pass Diagnostic.md`
- Master plan (Phase 2 details in §5): `Team Inbox/Tri-County Tire/2026-05-24 - Ledger - Cleanup Map - Master Plan.md`
- QBO MCP access for direct data pulls: slug `tri-county`