CB Operations Manual

The Shipments & Invoicing board, step by step. Print me if that helps — this page prints clean.

CB INVOICE WORKBOOK v12 (7/16/2026, rebuilt 7/17 after the LINETEC adjudication) — your complete invoicing job: 40 actionable invoices · $42,533.92, on the Desktop and in the portal outputs. If anything on this page disagrees with the workbook, the workbook wins. v10 and v11 are retired.

1. What the board is

The board exists for one reason: so you (and Aaron) can quickly see all the critical info for every order and move it into QuickBooks to make the invoice — correctly, every time, for the customer's sake.

The ten tiles, one line each

Not yet invoiced — money already shipped or ready that has no invoice. The number to drive to zero.
Ready to invoice — your work queue. Everything on it checked out.
Shipped, awaiting data — shipped, but tracking or shipping cost is still missing.
Blocked / needs review — something needs a decision first.
Invoiced — what got invoiced in the picked window.
Avg days ship → invoice — how long orders wait for their invoice.
Over 7 days, no tracking — orders going stale.
FlexPro revenue (year) — product + shipping + card fees invoiced this year.
Bucket covers sold (year) — the year's cover count; press and hold for the breakdown.
Built in QB, never sent — invoices that exist in QuickBooks with no Gmail send notice; finish and send each from Fix & Send. As built in QuickBooks (tax-true) — this tile moves when your edits land.

The filter tabs

All — everything · Ready — invoice these · Fix & Send — invoices already built in QuickBooks that need one edit, then send · Pending — not shipped yet · Shipped — shipped, working through checks · Needs Review — waiting on a decision · Invoiced — done.

2. Your daily flow

Open the board and tap Ready.
Tap the first row. The details open right under it.
Check the must-fields: customer · order date · products · quantity · shipping · PO (if the row shows one).
Look for red badges. RETURNED or HOLD = STOP. Do not invoice that row.
Tap Copy for QuickBooks. Everything you need is now on your clipboard.
In QuickBooks, make the invoice field by field:
1. Customer — exactly as the row shows it.
2. Invoice date = the ORDER DATE from the row. QuickBooks fills in today — always change it.
3. One line per P/N with its quantity and price.
4. The shipping line, exactly the row's number.
5. The card fee line when the row shows one (4%).
6. The PO in the PO field when the row carries one. Dominion and LineTec cannot pay without it.
Pre-send check: date is the order date · every line matches the row · PO in place · totals match to the penny.
Card customers: before sending, click the small gear/payment options on the invoice and make sure "Cards" is ON. If you find it was off, turn it on and RESEND the invoice.
Send it from QuickBooks.
Back on the board: open the row and type the invoice number in Record the invoice.

How "sent" really works: the robot watches Gmail for the QuickBooks "Invoice N from Norris Utilities" notice. Your tick is a helpful note — the Gmail notice is the proof. If you sent it, the robot will confirm it within the hour, automatically.

3. Special-handling customers

Dominion Energy — read this every time

This PO rule is for Coy Crosby's orders: PO number AND item number must appear on the invoice, the shipping papers, and the packages. No PO on a Coy order = they cannot pay = don't send. Other Dominion orderers (like Matt Pleasants) pay by card — no PO needed; add the 4% card fee line when the row shows one.
No sales tax — they hold an SC Direct Pay exemption.
Terms: Net 30, paid by Disbursement Card through their Taulia portal.
Their orders arrive through Taulia ("New PO # 45xxxxxxxx"). Numbers that start with 42 are their material numbers — never put one in a PO field.
Watch for Taulia "invoice rejected" emails — that means fix and resend.

LineTec Services

Every invoice needs its DEPT PO (like DEPT354R) in the PO field — their accounts-payable requires it.
Aaron's standing rule (7/17): "For LineTec EACH PO that is given MUST have its OWN INVOICE. 1 PO = 1 Invoice, period." Never combine POs on one invoice, never split one PO across two invoices.
The system checks the whole LineTec book against this rule on every pass — if it finds a mismatch, a task card opens for you here. The system never changes QuickBooks itself; the fix is always yours or Aaron's.

Card customers (AEP/SWEPCO, ULCS, and any row showing a CC fee)

Add the 4% card fee line the row shows.
Make sure card payments are enabled on the invoice before sending (step 8 above).

Aerial Hydraulics

Their 2-Man cover price is $225 (their locked price). Shipping is the actual cost rounded up plus $5 — the board's number already did that math.
Invoice always goes to Aerial, never to the place we shipped to.
#1513 (the 3/31 Primoris drop-ship): open at $450.00 after your shipping fix — remove the $66.00 shipping line in QuickBooks per Aaron's Log note ("DO NOT CHARGE SHIPPING ON THIS!"). Already sent; fix the open balance only. #1499 is a different, earlier, PAID Aerial sale — never link it to this order.

4. Fix & Send + the edit tool

Fix & Send

Tap the Fix & Send tab. Each row is an invoice that already exists in QuickBooks but was never emailed.
Tap a row. The card tells you the ONE edit to make first, and unlocks SEND after you confirm it. If it says CONFIRMED — verified live in QuickBooks, the edit is already done — just send it.
Below the rows sits the unsorted invoices list — pick what each one was and press Record.

The edit tool (bottom of every open row)

Pick who you are (Aaron or CB).
Pick the action: Returned — do not charge (the product line goes to $0 and the row stops being invoiceable; also pick what happens to the freight) · Hold — do not invoice · Release hold · Mark card customer.
Say why. One honest sentence. It's required.
Press Record the edit. It's stamped with who, why, and when, and shows forever in the row's edit history. Aaron's edits outrank; nothing here touches the base books.

A returned product costs the customer NOTHING for that product — Aaron's promise, standing rule. When in doubt, Hold and ask.

5. The Shipping Log

The Shipping Log is the living Google sheet that catches every box the moment it ships — dates, tracking, costs. The board shows it live in the Live Shipping Log window, and the Shipping Log page shows the whole thing.

Open it when you need to double-check a shipping charge or find a box.
Never type into it, never edit rows, never share it. It fills itself. If something in it looks wrong, flag Aaron.

6. Email templates

Copy, replace the <bracketed> parts, keep it warm and plain. You edit; Aaron reviews before anything unusual goes out.

Standard InvoiceHi <First Name>, Invoice #<number> for <what they bought, plain words> is attached. The total is $<total><, PO <PO number> noted>. Thank you for the business — holler with any questions. Sincerely, Aaron C. Norris — Norris Utilities, LLC

Catch-Up InvoiceHi <First Name>, Attached is invoice #<number> for the <product> we shipped you back on <ship date>. This one's on us for being slow to bill — I apologize for the delay, and thank you for your patience with it. Everything on it matches the original order<, PO <PO number> included>. Anything look off, tell me and I'll fix it same day. Sincerely, Aaron C. Norris — Norris Utilities, LLC

Corrected InvoiceHi <First Name>, Please use the attached invoice #<number> and toss the earlier copy — we corrected <what changed, one line>. The right total is $<total>. Sorry for the extra email, and thank you. Sincerely, Aaron C. Norris — Norris Utilities, LLC

Friendly ReminderHi <First Name>, Just a friendly nudge on invoice #<number> ($<total>, sent <sent date>). If it's already moving through your system, ignore me — and if anything is holding it up, tell me and I'll straighten it out. Thank you! Sincerely, Aaron C. Norris — Norris Utilities, LLC

Card-Fee NoteHi <First Name>, Quick note on invoice #<number>: card payments carry the 4% processing fee shown as its own line. If you'd rather pay by check or ACH and skip the fee, say the word and I'll send a corrected copy. Sincerely, Aaron C. Norris — Norris Utilities, LLC

7. When you're stuck

Decide yourself

Which Ready row to invoice first (oldest first, red PRIORITY on top).
Copying, building, and sending an invoice that matches its row exactly.
Fix & Send edits the card spells out.
Sorting an unsorted invoice when the answer is obvious from the customer.

Flag Aaron (a note on the row, or the Needs-Your-Call box)

Any price that doesn't match the row.
Any missing PO on Dominion or LineTec.
Returns, credits, or a customer disputing anything.
A row you think is wrong — never invoice a row you doubt.

Golden rule: the board is the truth. If QuickBooks and the board disagree, stop and flag it — don't split the difference.