COMPLETE OPERATIONS & FINANCE MASTER MANUAL
(Operations-Controlled Organization Model)
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1. ORGANIZATIONAL STRUCTURE
CEO
● Handles client discussions
● Finalizes project scope and pricing
● Approves proposals
● Approves major purchases
● Reviews financial summary

Operations Team (Core Controller)
Operations is responsible for:
● Proposal preparation coordination
● Client finance communication
● Invoice raising & follow-up
● Payment tracking
● Bank reconciliation
● Balance sheet maintenance
● GST coordination with auditor
● Recruitment & interviews
● Attendance management
● Salary processing
● Inventory control
● Infrastructure maintenance
● Employee database management

● Confidential data control
Operations = Execution + Control + Monitoring.
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2. PROJECT & CLIENT FINANCE FLOW
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Step 1: Proposal Preparation
1. CEO discusses project with client.
2. Operations collects:
○ Scope from Tech Lead
○ Timeline
3. Operations prepares proposal including:
○ Scope
○ Deliverables
○ Timeline
○ Payment terms
○ Commercial value
4. CEO approval is mandatory before sending.
5. After client confirmation → project entry is made.

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Step 2: Create Accounting Communication Group
Create WhatsApp group:
Format:
ACCOUNTING@PROJECTNAME
Members:
● Client

● CEO
● Finance Manager / Operations
● Client finance representative

Purpose:
● Share quotation
● Share invoice
● Confirm payment
● Clarify finance-related queries

No casual discussion allowed in this group.
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Step 3: Collect Official Billing Details
Before invoice:
Request from client:
● Official company name
● GST number
● Billing address
● Official email ID
Always send invoice to official email.
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3. INVOICE & PAYMENT CONTROL
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Invoice Raising
After milestone:
1. Prepare invoice.

2. Verify GST details.
3. Share in:
○ Accounting WhatsApp group
○ Official email
4. Update Invoice Register:
○ Invoice number
○ Amount
○ Date
○ Due date
○ Status

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Follow-Up System
Day 3 after due date:
Polite reminder.
Day 7:
Follow-up message.
Day 15:
Escalation reminder (still polite).
Continue follow-up every 5–7 days until payment is received.
All follow-ups must be recorded.
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When Payment Is Received
Immediately:
1. Confirm in bank.

2. Update:
○ Invoice Register
○ Income Sheet
○ Balance Sheet
○ Bank Sheet
3. Reconcile bank balance.

Bank sheet balance must exactly match bank app balance.
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4. DAILY FINANCIAL CONTROL
Every income and expense must be entered on the same date.
End of day:
● Check bank app balance.
● Match with bank sheet.

No difference allowed.
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5. AUDITOR & TAX VERIFICATION PROCESS
Monthly:
Operations must:
1. Prepare:
○ Sales summary
○ Purchase summary
○ Expense summary
○ Bank statement

2. Share with auditor.

Auditor responsibility:
● Verify GST filing accuracy
● Ensure tax compliance
● Confirm no mismatch in sales vs GST filing

Operations must confirm:
● GST is filed correctly.
● Filing acknowledgment copy is received.
● Acknowledgment is stored safely.

Never assume filing is done. Always verify.
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6. RECRUITMENT & EMPLOYEE MANAGEMENT
Operations handles full hiring process.
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Step 1: Hiring Requirement
When manpower needed:
● Confirm role
● Confirm skill requirement
● Get management approval (if needed)

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Step 2: Interview Process
1. Post hiring requirement.
2. Screen resumes.

3. Conduct interview:
○ Communication
○ Skill test
○ Attitude
4. Final decision by Operations + Management.

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Step 3: New Joiner Documentation
On joining day:
Collect:
● Aadhaar card copy
● Contact number
● Emergency contact
● Address
● Bank details (if required)

Update in:
● Employee Database Sheet
● Attendance Sheet

Add employee to:
● Internal groups
● Department group

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7. ATTENDANCE & OFFICE TIMING MANAGEMENT
Daily:
● Employees must mark attendance.
● In-time and out-time must be recorded.
● Late entries monitored.

Attendance sheet must be updated daily.
Leave must be informed in advance.
Unauthorized absence must be reported.
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8. SALARY PROCESSING
Salary must be processed on the 1st of every month.
Steps:
1. Verify attendance.
2. Calculate salary.
3. Process bank transfer.
4. Update salary sheet.
5. Update expense register.
6. Update bank sheet.
7. Reconcile balance.

Salary details are confidential.
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9. EMPLOYEE EXIT PROCESS
If employee resigns or is relieved:
1. Collect company assets.

2. Clear pending work.
3. Update employee database:
Move from Active Employees → Past Employees section.
4. Issue experience certificate (if applicable).

Never delete employee data. Move to “Past Employees”.
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10. INVENTORY MANAGEMENT
Operations controls all inventory.
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Inventory Register Must Include:
● Item name
● Quantity
● Purchase date
● Assigned to
● Condition
● Status

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Inventory Purchase Flow
1. Team searches required product.
2. Team sends product link to Operations.
3. Operations verifies necessity.
4. Get Management approval.
5. Purchase item.
6. Update Inventory Sheet immediately.

No direct employee purchase allowed.
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11. INFRASTRUCTURE MAINTENANCE
Operations must ensure:
● WiFi active
● Electricity bill paid
● Mobile rechar
● Water available
● Toilet clean
● Systems working
● Office supplies available
● Infrastructure should clean and tidy with the help of helpers

Set reminders before due dates.
No work interruption allowed.
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12. CONFIDENTIALITY POLICY
Strictly confidential:
● Invoice values
● Salary details
● Bank balance
● Profit margins
● GST data
● Employee personal documents

Finance & employee sheets must:
● Be password protected
● Accessible only to authorized persons

No screenshots.
No sharing in public groups.
No internal salary discussions.
Violation = serious misconduct.
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13. MONTH-END CLOSING
On last working day:
1. Confirm all income entries done.
2. Confirm all expenses entered.
3. Verify bank sheet = bank app balance.
4. Generate monthly summary.
5. Lock sheet (no editing without approval).

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COMPLETE MASTER FLOW SUMMARY
Client Discussion (CEO)
→ Proposal Preparation (Operations)
→ CEO Approval
→ Client Confirmation
→ Create ACCOUNTING@PROJECT Group
→ Collect Billing Details
→ Raise Invoice
→ Follow-Up
→ Payment Entry
→ Balance Sheet Update
→ Bank Reconciliation
→ GST Summary to Auditor
→ Auditor Verification
→ Monthly Closing
→ Continuous Operations Control
Simultaneously:
Recruitment
→ Documentation
→ Attendance
→ Salary
→ Inventory
→ Infrastructure
→ Confidential Data Control
Everything documented.
Everything verified.
Everything reconciled.
Everything confidential.