Kramer Pro Finance Knowledge Base
All Finance, HR, and Back Office Operations knowledge in one place!
Finance
AP/AR, payroll, month-end close, GL coding, QuickBooks, banking, and taxes.
Human Resources
Paycom, payroll, benefits, 401(k), tax forms, and everything people-related at Kramer Pro.
Operations
Internal tools, incident reporting, safety resources, and facilities.
Forms & Quick Links
Every form, system login, and external tool link in one place.
Key Contacts
Internal team inboxes and all external vendor, broker, and bank contacts.
Accounts Payable Policies
A guide to Accounts Payable at KRAMER PRO
Hard Rules — No Exceptions
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- W9 required for all vendor invoices. No W9, no payment. No exceptions.
- All invoices must go through the approval process
- We do not pay credit card fees. It may only be 3%, but it compounds over a year.
- ACH is the preferred payment method. Wire transfer and check available as needed. Most checks today are for Christmas bonuses.
- We only pay off of invoices. The document must say "invoice" — statements, quotes, and POs are not acceptable.
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⚠️ ⚠️ If a vendor document doesn't say "invoice," do not process payment. Ask the vendor to reissue with proper invoice documentation.
Vendor invoices go to apinvoices@kramer.pro — unmonitored, forwards directly into Ramp. For general AP questions use accounting@kramer.pro.
Emergency Scenarios
For all verbal approvals: note the approver's name, date, and time in Ramp. Example: "Verbal approval given by M. Chamot — 12/3/2025 at 2:55 PM"
Scenario 1: Team on-site needs to rent something last minute
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- Under $20k: Take verbal approval from the lead (Department Lead or VP minimum). Note with timestamp in Ramp; list yourself as sole approver.
- Over $20k: Call Stephen Kramer. Get him into Ramp urgently or take verbal approval using same procedure.
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Scenario 2: Urgent COGS need — Purchasing needs to order from JB&A or similar
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- Allow via P-Card. Confirm it's a genuine emergency — not just a preference to get something faster.
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Payment Methods
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ACH is our prefred payment method, but wire transfer and check are available.
If you can put it on your P-Card without fees, you have finance's blessing to do so.
If a need is urgent, or will directly affect client deliverables please reach out to finance work through
processing timelines.
``Accounts Receivable & Collections
How we accept payment from clients, and how/when to escalate
Invoicing
We invoice in lump sum buckets — not itemized. Invoices reference back to an itemized quote.
The Class field doesn't appear client-side but is required for financial reporting. Life.Church requires their own GL coding on each invoice — reach out to Sales for that info.
Sending an Invoice — Critical Steps
- Prepare the invoice in QBO
- Click Save — not "Save and New," not "Save and Close." Just Save.
- Keep clicking Save until QBO says "you and Stephen Kramer were working on this at the same time"
- Exit without saving at that point
- Verify Avalara tax is correct — especially for exempt clients
- Send
Accepting Payments
| ACH (preferred) | Via QBO invoice link, or wire instructions in Shared Drive → Banking → UpdatedKPWireInstructions
| Check | Mail to: 1071 E Thunderbird, Ste 105, Mustang, OK 73065
| Credit Card | Enable per invoice — 3% fee on pre-tax amount
| Not accepted | Cash, Crypto, PayPal
Collections
Always work closely with Stephen and the salesperson — they have the most context.
- Amount > $5,000: Pass to MJ to write and send the demand letter.
- Amount ≤ $5,000: Finance Manager can write and send using MJ's template.
Benefits
A comprehensive guide to benefits, including vision, dental and 401(k)
Health Insurance — Blue Cross Blue Shield of Oklahoma
| Plans | 1 Bronze · 2 Silver · 1 Gold (most employees who elect coverage take Gold)
| Carrier | Blue Cross Blue Shield of Oklahoma
| Broker | Evans National — Jordan Nelson
Dental & Vision — United Healthcare
| Dental | 1 plan — United Healthcare
| Vision | 1 plan — United Healthcare
| Portals | Credentials in LastPass
Benefits Broker — Jordan Nelson (Evans National)
| Email | Jordan.nelson@evansnat.com
| Phone | 405-342-0901 ext. 0109
| Paycom | Username: jnelson — benefits administration module only
401(k) — Ascensus (formerly PAI)
| Provider | Ascensus (formerly PAI)
| Company match | 100% match up to 3% of employee contribution
| Contributions | Can contribute above 3% within IRS regulations
| Deduction method | Automated file feed via Paycom — one-way
| Contact | Anthony Ferilito — aferilito@financialguide.com
GL Coding Guide
How to code every transaction — GL codes, classes, clients, and projects.
The Coding Scheme
Every transaction uses four components in this order:
6050-COR-000-002
Classes
| COR | Corporate — internal / overhead spend
| LER | Live Events & Rentals
| INS | Installations
| LOG | Logistics
Common GL Codes
| 6022 | Meals and Entertainment
| 5001 | COGS — used heavily on Southwest Chase card
Required Fields — Every Transaction
- GL Expense Category (e.g. 6022 – Meals and Entertainment)
- Receipt — itemized always preferred
- Memo — free-form description
- Customer (e.g. 306_Mosaic Pro Events)
- Class (LER, INS, COR, or LOG)
Month-End Close
Everything needed to close the books and be ready for the monthly financial meeting.
Month-End Checklist
- Reconcile all 3 bank accounts
- Reconcile all 3 credit accounts
- Ensure loan interest Journal Entries have been made
- Follow up on any outstanding invoices
- Review checks sent in the month — if un-cashed after 3 weeks, follow up
- Review automated transactions from Ramp and bank sync — confirm all entries are correct
- Prepare financials for the monthly meeting with Stephen
Monthly Financial Meeting
Monthly meeting with Stephen covers budgets, HR items, Finance items, and anything needing attention.
Reporting Notes
We account on cash basis (not accrual). The Statement of Cash Flows must be built from scratch. All other QBO stock reports are adequate. Always confirm you're pulling for the correct period.
Automation Overview
| Ramp | Coded P-Card transactions and bill payments flow in automatically
| Sage / Fyle | Non-Ramp card expenses (Amex, Southwest Chase) sync to QBO
| Bank | First Citizens syncs directly to QBO — review and confirm
| Avalara | Sales tax auto-assessed and filed — review for accuracy monthly
| Monday.com | Clients and projects pulled into QBO via API
Paycom — Full Guide
Our HRIS. Login, modules, payroll, PTO, ATS, benefits admin, and every contact.
Logging In
| URL | paycom.com
| Client Code | 0KZ33 — not case sensitive. That is a zero (0), not the letter O.
| Sign-in type | Click "Client" to sign in as admin. Do not use the Employee login.
Payroll — Top Priority
Payroll is the single highest-priority task in this role. Employees being paid correctly and on time is non-negotiable — even when in the field.
Step-by-step walkthrough: Processing Payroll in Paycom — Scribe
Modules We Use
| Payroll | Primary function — bi-weekly payroll and tax withholdings
| PTO Module | Tracks PTO accruals and requests. Has calendar integration. Note: as of writing, the Paycom calendar is on the HR Manager's calendar only — not shared company-wide yet.
| PAF & Performance | All employee changes and all performance reviews — 90-day and annual
| Applicant Tracking | Full recruiting pipeline — postings, applications, screening, offers
| Benefits Management | Open enrollment, qualifying events, plan management
| Background Check | Enhanced background check — integrated
| 401(k) Feed | Automated file feed to Ascensus (formerly PAI) — one-way, Paycom sends only
| Employee Files | All employee documentation housed in Paycom
Paycom Contacts
| Andrew Jones | Paycom Specialist (Support) — andrew.jones@paycom.com
| Austin Greene | Strategy / Sales — austin.greene@paycom.com
QuickBooks Online, Banking & Taxes
Our ERP, all integrations, how banking works, and the Avalara sales tax setup.
QuickBooks Online (QBO)
QBO is our ERP and primary accounting software — bills, loans, invoices, all account balances, and all financial reports live here. Stephen Kramer is a QBO Admin and can get you access.
QBO Integrations
| Ramp | Coded P-Card transactions and AP bill payments sync automatically
| Sage / Fyle | Non-Ramp card expenses sync automatically
| First Citizens Bank | Direct bank feed — review and confirm transactions
| Monday.com | Clients and projects pulled in via API
| Lasso | Can feed invoices from Live Events & Rentals if used
| Avalara | Automated sales tax assessment and filing
Banking — First Citizens Bank & Trust
Two OKC-metro branches, both ~20–30 min from the office. Taylor Hoskinson offices out of Norman — go there for meetings with him.
| Checking | 1 account
| Savings | 2 accounts
| Loans | 3 loans + 1 line of credit
| Bank rep | Taylor Hoskinson — taylor.hoskinson@firstcitizens.com · (405) 253-3849
Sales Tax — Avalara
Sales tax is complex. We operate across multiple states, work with many houses of worship (often exempt), and handle both rentals and sales. Avalara handles assessment and filing automatically.
Ramp / P-Card Guide
Everything about P-Cards, Ramp, and Sage Expense Manager.
What Is a P-Card?
A P-Card (Purchasing Card) is a company-issued credit card for business-related purchases. All expenses must be coded and approved for accurate financial reporting.
Required Fields
| GL Category | e.g. 6022 – Meals and Entertainment
| Receipt | Required — itemized always preferred
| Memo | Free-form description of purchase
| Customer | e.g. 306_Mosaic Pro Events
| Class | LER, INS, COR, or LOG
Ramp Contact
| Eve Worsoff | Account Rep — eve.worsoff@ramp.com |
Sage Expense Manager (Fyle) — Non-Ramp Cards
- Stephen's American Express
- Southwest Chase card — Purchasing/COGS and travel. Card holders: Kambry Paxton and Purchasing team. Majority coded as 5001 – COGS.
Required fields and coding are identical to Ramp. Both sync automatically to QBO once coded and approved.
| Sage support | support@fylehq.com |
Tax Forms — W2 & 1099
Where forms are mailed, who generates them, and how people receive them.
W2s — Employee Tax Forms
W2s are generated by Paycom. Paper copies mailed to:
Employees with digital delivery enabled in Paycom receive their W2 via Paycom ESS — no paper copy sent.