Dashboard
System active
Hours saved / week
12.5
↑ automated workflows
SOPs documented
11/11
100% complete ✓
Client concentration
88%
↑ high risk
💡 Biggest quick win this week: automate contractor onboarding emails and invoice follow-ups. These two tasks alone recover an estimated 4 hrs/week. Click any quick action below to get started.
Implementation progress

Phase 1 — Baseline SOPs & workflow audit (Weeks 1–2)

65% complete

Phase 2 — AI deployment & process automation (Weeks 3–4)

20% complete

Quick actions
Recent AI activity
Today 9:42am
Contractor onboarding email drafted for new grant writing specialist
Yesterday
Invoice follow-up emails generated for 2 outstanding accounts
Mar 13
Grant SOP draft completed and logged
Mar 12
Weekly check-in agenda generated for team meeting
Mar 10
HUD grant research completed — 3 opportunities identified
⚡Tasks tagged AI: automate can be handled instantly — click the tag to generate the output. Check off completed items to track your weekly progress.
This week's recurring tasks
Send invoice reminders to 3 outstanding clients
Finance · Est. 45 min/week
Onboard new subcontractor — welcome package & forms
HR · Est. 90 min/contractor
Update payroll tracking spreadsheet for the week
Finance · Est. 30 min/week
Follow up with DC Parks & Recs client
Client relations · High priority
Needs Vanessa
Review federal grant application deadlines
Grant pipeline · Due this week
Urgent
Prepare weekly team check-in agenda
Operations · Est. 20 min/week
Log this week's decisions in the operations record
Documentation · Est. 15 min/week
Send project status update to active clients
Communications · Est. 30 min/week
🤖Fill in the contractor's details and the AI will generate a complete, personalized onboarding email — ready to send in seconds. This tool can be run by Janel Jackson (Janel@jtmsolutionsdc.com) as part of the standard onboarding workflow.
New contractor details
📋The proposal flagged undocumented processes as JTM's biggest operational risk — one key-person departure could halt the business. Click Generate to have AI write any SOP in full, instantly.
Standard operating procedures

SOP: Grant Writing & Submission Process

JTM Solutions LLC · Applies to all federal, municipal, and foundation grant applications

Owner: Vanessa Gerideau  |  Portals: Grants.gov, SAM.gov, DC OGM

Purpose

To standardize JTM's grant identification, writing, and submission process — maximizing application quality, meeting all deadlines, and building a reusable library of narratives and supporting documents.

Tools Used

Google Docs Google Drive Google Sheets Google Calendar Grants.gov SAM.gov DC OGM Portal

Step 1 — Opportunity Identification

1.1Monitor grant sources weekly: Grants.gov, SAM.gov, DC Office of Grants Management (ogm.dc.gov), agency mailing lists, and network referrals from existing clients.
1.2Log all prospects in the Grant Pipeline Tracker (Google Sheets) with: funder, program name, amount, deadline, eligibility notes, and fit score (1–5).
1.3Advance any opportunity scoring 4–5 to active pursuit. Set Google Calendar reminders at 30, 14, and 3 days before the deadline.
Responsible: Janel Jackson (monitoring) · Vanessa Gerideau (decisions)  |  Cadence: Weekly review

Step 2 — Pre-Application Review

2.1Read the full NOFO/RFP thoroughly before committing. Confirm JTM (or client) meets all eligibility requirements — entity type, geographic scope, prior award restrictions.
2.2Create a Requirements Checklist (Google Doc) listing every required narrative section, attachment, form, and certification. Use this as the master guide throughout writing.
2.3Verify SAM.gov and any required registrations are current. SAM.gov registration must be active — renew at least 30 days before any federal submission.
Responsible: Vanessa Gerideau  |  Timing: Minimum 3 weeks before deadline

Step 3 — Writing & Document Assembly

3.1Create a dedicated Google Drive folder: JTM_Operations / 02_Grants / [Funder] / [Grant Name]. Store: RFP/NOFO, eligibility notes, drafts, attachments, and final submission.
3.2Draft all narrative sections in Google Docs. Check the Grant Narrative Library (Drive) first — reuse and adapt strong language from previous successful applications.
3.3Vanessa conducts a final review pass for: alignment with funder priorities, page/word limits, required formatting, and budget accuracy. No submission without Vanessa sign-off.
Responsible: Vanessa Gerideau / subcontractor  |  Timing: Complete draft 5 days before deadline

Step 4 — Submission

4.1Submit via the required portal (Grants.gov, SAM.gov, DC OGM, or email). Target submission 1–2 days early — never on deadline day.
4.2Save the submission confirmation (email receipt or portal number) to the grant's Drive folder immediately. Update the Grant Pipeline Tracker to "Submitted."
Responsible: Vanessa Gerideau  |  Timing: 1–2 days before deadline

Step 5 — Post-Submission Follow-Up

5.1If awarded: notify client, update FreshBooks for any fee-for-service component, archive application in Drive under "Awarded."
5.2If declined: request reviewer feedback if available. Log lessons learned in the Grant Narrative Library. Archive under "Declined — [Year]."
5.3If no decision by expected date: send a polite inquiry to the program officer. Wait 2 weeks before following up again.
Responsible: Vanessa Gerideau

SOP: Client Onboarding & Contract Setup

JTM Solutions LLC · Applies to all new client engagements from verbal agreement through signed contract

Owner: Vanessa Gerideau  |  Target: Client fully onboarded within 5 business days of verbal agreement

Purpose

To create a consistent, professional, and efficient client onboarding experience that sets clear expectations, protects JTM legally, and gets projects started without administrative delays.

Tools Used

Google Docs Google Drive Gmail Google Calendar FreshBooks Slack

Step 1 — Proposal & Agreement

1.1Send a formal Project Proposal (Google Doc) covering: scope summary, deliverables, timeline, investment/pricing, and next steps. Use the proposal template in JTM_Operations / 06_Templates.
1.2Upon verbal acceptance, send the full Scope of Work (SOW) document for review. Reference the SOW SOP for required sections.
1.3Collect client signature on the SOW before any work begins. No exceptions.
Responsible: Vanessa Gerideau  |  Timing: Within 48 hours of verbal agreement

Step 2 — System Setup

2.1Create a client folder in Google Drive: JTM_Operations / 01_Clients / [Client Name] with subfolders: SOW, Deliverables, Meeting Notes, Invoices, Correspondence.
2.2Create a new FreshBooks client profile and project. Set up the payment schedule per the SOW terms. Enable invoice auto-reminders.
2.3Add client to the Client Relationship Tracker (Google Sheets) with contact info, communication preferences, and key dates.
2.4Schedule all recurring touchpoints in Google Calendar per the CRM SOP — weekly updates, bi-weekly calls, monthly reports.
Responsible: Janel Jackson  |  Timing: Within 24 hours of signed SOW

Step 3 — Kickoff & Welcome

3.1Send a welcome email confirming: project start date, Vanessa's contact details, communication channels (email for formal, Slack for quick questions), and what to expect week 1.
3.2Schedule a 30-minute kickoff call via Google Meet within the first week. Cover: goals, deliverable timeline, client responsibilities, and any immediate information needed from the client.
3.3Send a kickoff follow-up email within 24 hours documenting what was discussed, confirmed timeline, and first deliverable due date.
3.4If applicable, collect the upfront payment per the SOW payment schedule before beginning substantive work.
Responsible: Vanessa Gerideau  |  Timing: Within 5 business days of signed SOW

Client onboarding checklist

Proposal sent & accepted
SOW signed by client
Google Drive folder created
FreshBooks project set up
Client added to CRM Tracker
Touchpoints in Calendar
Welcome email sent
Kickoff call completed

SOP: Invoice & Payment Follow-Up Workflow

JTM Solutions LLC · Applies to all client invoicing and subcontractor payments

Owner: Vanessa Gerideau  |  Tool: FreshBooks  |  Payment terms: Net 15

Purpose

To standardize invoice creation, delivery, tracking, and payment follow-up for all client engagements — ensuring timely cash flow, reducing manual effort, and eliminating overdue accounts falling through the cracks.

Tools Used

FreshBooks Google Sheets Gmail Slack

Invoice lifecycle at a glance

1
Create
Last Friday
of month
2
Send
Same day
via FreshBooks
3
Reminder
Day 7
if unpaid
4
Final Notice
Day 21
if unpaid
5
Escalate
Day 30+
no response

Step 1 — Invoice Creation (Last Friday of each month)

1.1Log into FreshBooks and create a new invoice for each active client.
1.2Include: Client name, invoice date, due date (Net 15), itemized services, hours or flat fee, and total amount due.
1.3Cross-reference the active SOW and Google Sheets tracker to confirm all billable work is captured and nothing is missed.
1.4Save a PDF copy to JTM_Operations / 05_Finance / Invoices / [Year-Month] on Google Drive.
Responsible: Vanessa Gerideau  |  Deadline: Last Friday of each month

Step 2 — Invoice Delivery (Same day as creation)

2.1Send invoice directly via FreshBooks to the client's billing contact. Enable email delivery confirmation.
2.2Use a brief, professional cover note: "Please find attached Invoice #[XXX] for services rendered in [Month]. Payment is due within 15 days. Thank you for your continued partnership."
2.3Log the invoice in the Google Sheets Invoice Tracker: Invoice #, Client, Amount, Date Sent, Due Date, Status (Sent / Paid / Overdue).
Responsible: Vanessa Gerideau  |  Timing: Same day as invoice creation

Step 3 — Gentle Reminder (Day 7, if unpaid)

3.1On Day 7 past the invoice send date, check FreshBooks for unpaid status. If unpaid, send a polite reminder via Gmail.
3.2Email template (Day 7):
"Hi [Client Name], just a friendly reminder that Invoice #[XXX] for $[Amount] is due on [Due Date]. Please let us know if you have any questions. We appreciate your prompt attention!"
3.3Update the Invoice Tracker status to Reminded and log the date.
Responsible: Janel Jackson (delegable)  |  Timing: Day 7 after invoice sent

Step 4 — Firm Follow-Up (Day 21, if still unpaid)

4.1If invoice remains unpaid at Day 21 (6 days past due), send a firm but professional final notice via Gmail with the FreshBooks invoice re-attached.
4.2Email template (Day 21):
"Hi [Client Name], this is a follow-up regarding Invoice #[XXX] for $[Amount], which was due on [Due Date] and remains outstanding. Please arrange payment at your earliest convenience or contact us to discuss. Continued delay may affect project scheduling."
4.3Update Invoice Tracker status to Overdue — Final Notice Sent.
Responsible: Vanessa Gerideau  |  Timing: Day 21 after invoice sent

Step 5 — Escalation (Day 30+, no response)

5.1If no payment or response by Day 30, Vanessa personally calls or messages the client decision-maker via Slack or phone.
5.2Assess whether the non-payment is an oversight, cash flow issue, or dispute. Document the outcome of the conversation.
5.3If a dispute: review the SOW and deliverables documentation. Resolve in good faith. If unresolved after 45 days, consult legal options per the subcontractor agreement terms.
5.4Consider pausing active work for that client until payment is received. Update all relevant project records.
5.5Update Invoice Tracker to Escalated with a note on the situation and next action date.
Important: Never pause work for DC Parks & Recs without a direct conversation with Vanessa first — given revenue concentration, escalation for this client requires extra care.
Responsible: Vanessa Gerideau  |  Timing: Day 30+ with no payment or response

Step 6 — Payment Received

6.1When payment is confirmed in FreshBooks, mark the invoice as Paid and update the Google Sheets tracker.
6.2Send a brief payment receipt confirmation to the client via FreshBooks auto-receipt or a quick Gmail note.
6.3Archive the paid invoice PDF in JTM_Operations / 05_Finance / Invoices / [Year-Month] / Paid.
Responsible: Vanessa Gerideau  |  Timing: Within 24 hours of payment confirmation

Monthly invoicing checklist (quick reference)

All invoices created in FreshBooks
SOW cross-referenced for all billables
PDF copies saved to Google Drive
Invoice Tracker updated (Sheets)
Day 7 reminders sent for unpaid
Day 21 final notices sent
Day 30+ escalations actioned
All paid invoices archived

SOP: Subcontractor Onboarding

JTM Solutions LLC · Applies to all new independent contractors

Owner: Vanessa Gerideau (or designated admin support)

Purpose

To ensure a consistent, efficient, and compliant onboarding process for all JTM Solutions LLC subcontractors, minimizing administrative overhead and ensuring project readiness.

Tools Used

Google Workspace Google Meet Google Drive FreshBooks Slack Canva

Step 1 — Initial Engagement & Document Collection

1.1Extend formal offer and confirm project terms — scope, rate, and timeline — in writing.
1.2Request the following documents digitally (scanned PDF via email or secure cloud link):
→Signed Subcontractor Agreement — use JTM's standard template
→Completed W-9 Form — for tax compliance
→Direct Deposit Authorization Form — for payment via FreshBooks
1.3File all documents in JTM_Operations / 04_Contractors / [Subcontractor Name] on Google Drive.
Responsible: Janel Jackson (initial collection) · Vanessa Gerideau (review & approval)

Step 2 — FreshBooks Setup

2.1Log into FreshBooks and create a new Vendor profile for the subcontractor.
2.2Enter full legal name, contact email, and relevant billing details.
2.3Set up direct deposit within the vendor profile using the Direct Deposit Authorization Form. Confirm details match exactly.
2.4Link the vendor profile to the relevant project for accurate invoicing and payment tracking.
Responsible: Vanessa Gerideau

Step 3 — Project Briefing & Expectations Setting

3.1Schedule a dedicated 30–60 minute virtual meeting via Google Meet before the start date.
3.2Cover the following in the meeting:
→Project Scope — deliverables, key deadlines, and milestones
→JTM Expectations — quality standards, Slack for quick questions, email for formal updates, weekly progress updates
→Invoicing Process — how and when to submit invoices via FreshBooks (last Friday of each month, Net 15)
→Key Contacts — relevant JTM team members or client contacts (e.g., DC Parks & Recs point of contact)
Responsible: Vanessa Gerideau

Step 4 — Tool Access Provisioning

4.1Google Workspace — share relevant Google Drive folders (project folder, SOW, reference materials). Grant view or edit access as appropriate. Do not grant access beyond project scope.
4.2Slack — invite to the relevant project channel. Share channel naming conventions and communication norms.
4.3Canva — share relevant Brand Kit or project-specific design folder if the role requires it. Use "invite to team" with Editor or Viewer access.
4.4Log all tool access granted in the subcontractor's Drive folder for offboarding reference.
Responsible: Vanessa Gerideau

Step 5 — First-Week Check-In

5.1Schedule a 15-minute check-in at the end of the subcontractor's first week via Google Meet or Slack.
5.2Confirm all tools are accessible, project expectations are clear, and there are no blockers.
5.3Address any questions about invoicing, deliverables, or communication. Log any action items.
5.4Update subcontractor status in the SOW Tracker to Active.
Responsible: Vanessa Gerideau

Onboarding Checklist (quick reference)

Subcontractor agreement signed
W-9 received & filed
Direct deposit form received
FreshBooks vendor profile created
Google Drive access granted
Slack channel invite sent
Canva access granted (if needed)
Project briefing meeting held
Tool access logged in Drive folder
First-week check-in completed

SOP: Scope of Work (SOW) & Deliverables Management

JTM Solutions LLC · Applies to all client engagements with a formal SOW

Purpose

To standardize the creation, management, tracking, and revision of Scope of Work documents and associated deliverables, ensuring clarity, accountability, efficient project execution, and reduced administrative overhead.

Tools Used

Google Docs Google Sheets Google Drive Google Calendar FreshBooks Slack

Step 1 — SOW Creation

1.1Use the SOW Template (Google Doc). Required sections: Client Name & Contact, Project Title & Description, Services Provided, Deliverables, Timeline & Milestones, Payment Terms, Client Responsibilities, Assumptions & Exclusions, Scope Change Clause, and Approval Signatures.
1.2Draft & Review — Vanessa Gerideau reviews for accuracy, completeness, and alignment with JTM capacity and profitability before sending.
1.3Client Approval — Send SOW via Google Doc or PDF export for client signature before any work begins.

Step 2 — SOW Tracking

2.1Log in SOW Tracker (Google Sheet) — record Client, Project, Start/End Dates, Milestones, Status, and Invoice linkage.
2.2Schedule milestones in Google Calendar with reminders 1 week prior to each deadline.
2.3Link to FreshBooks — connect each SOW to the corresponding project for accurate invoicing and payment tracking.

Step 3 — Deliverables Management

3.1Store all deliverable drafts and finals in the client's Google Drive subfolder under JTM_Operations / 01_Clients.
3.2Send client a progress update at each milestone using the status update email template.
3.3Obtain written client approval/sign-off on each deliverable before closing the milestone.

Step 4 — Scope Changes

4.1Any change to agreed scope requires a formal Change Order Addendum — never begin out-of-scope work verbally.
4.2Both JTM and client must sign the Change Order before additional work begins. Update the SOW Tracker and FreshBooks accordingly.

Step 5 — Project Close-out

5.1Confirm all deliverables received and signed off. Update SOW Tracker status to Complete.
5.2Issue final invoice in FreshBooks and archive all project files in Google Drive.
5.3Send client a project completion summary and request a testimonial or referral.

SOP: Federal & Municipal Grant Prospecting

JTM Solutions LLC · Applies to all grant identification, evaluation, and application activity

Owner: Vanessa Gerideau  |  Cadence: Monthly prospecting review + ongoing monitoring

Purpose

To establish a repeatable, efficient system for identifying, evaluating, and pursuing federal and municipal grant opportunities — diversifying JTM's revenue, reducing single-client dependency, and maximizing the firm's existing grant writing expertise.

Tools Used

Grants.gov SAM.gov DC Grants Clearinghouse Google Workspace Google Sheets (Pipeline) Google Drive Slack

Grant pipeline stages

🔍
Prospect
Identified,
not yet screened
›
📋
Screening
Eligibility
being evaluated
›
✅
Qualified
Approved to
pursue
›
✍️
In Progress
Application
being written
›
📬
Submitted
Awaiting
decision
›
🏆
Awarded
Funds
secured

Step 1 — Monthly Prospecting (First Monday of each month)

1.1Dedicate 1–2 hours on the first Monday of each month to actively search for new grant opportunities using the following sources:
→Grants.gov — search by category (Community Development, Parks & Recreation, Nonprofit Capacity Building)
→SAM.gov — federal contract and grant opportunities relevant to JTM's service areas
→DC Grants Clearinghouse (ogm.dc.gov) — municipal and district-level funding
→Federal agency websites — HUD, EPA, USDA, AmeriCorps, DOL, and NEA
→Foundation Directory / Candid — for private foundation grants aligned with JTM's work
→Network & referrals — ask existing clients (e.g., DC Parks & Recs) about upcoming RFPs they are aware of
1.2Log each opportunity found in the Grant Pipeline Tracker (Google Sheet) with: Grant Name, Funder, Amount, Deadline, Focus Area, Source URL, and Stage = Prospect.
Responsible: Vanessa Gerideau  |  Cadence: First Monday of each month + ad hoc as opportunities arise

Step 2 — Eligibility Screening

2.1For each Prospect, complete the Eligibility Screening Checklist before committing any time to an application:
JTM meets all stated eligibility requirements (org type, geography, size)
JTM has direct experience relevant to the grant's focus area
Award amount justifies the time investment (minimum $15,000 threshold recommended)
Deadline allows sufficient prep time (minimum 3 weeks recommended)
JTM has current capacity to deliver on grant requirements without overextending
No conflicts of interest with existing clients or engagements
Required registrations are active (SAM.gov, DUNS/UEI, DC OGM)
2.2If 5 or more criteria are met → advance to Qualified. If fewer than 5 → mark as Declined with a brief reason noted in the tracker.
Responsible: Vanessa Gerideau  |  Timing: Within 3 days of logging a Prospect

Step 3 — Application Planning & Preparation

3.1Create a dedicated Google Drive folder for the grant under JTM_Operations / 02_Grants / [Funder Name] / [Grant Name]. Store: RFP/NOFO, eligibility notes, draft narratives, required attachments, and final submission.
3.2Build a reverse timeline from the deadline: submission date → internal review → first draft → data/document gathering → kickoff. Add all dates to Google Calendar with reminder alerts.
3.3Identify all required attachments early: org chart, budget narrative, logic model, letters of support, tax documents, prior work samples. Begin collecting immediately — do not wait until the final week.
3.4If a subcontractor is needed to support writing, initiate onboarding per the Subcontractor Onboarding SOP with enough lead time before the deadline.
Responsible: Vanessa Gerideau  |  Timing: Within 48 hours of Qualified status

Step 4 — Application Writing & Internal Review

4.1Write application narrative in Google Docs using JTM's existing grant writing expertise. Ensure alignment with the funder's stated priorities, evaluation criteria, and language from the RFP/NOFO.
4.2Complete a self-review checklist before submitting for final review:
→All questions answered, no sections left blank
→Budget aligns exactly with narrative descriptions
→Word/page limits respected for every section
→All required attachments compiled and labeled per funder instructions
→Proofread for grammar, consistency, and professional tone
4.3Vanessa completes a final review of all sections at least 48 hours before the submission deadline.
Responsible: Vanessa Gerideau (+ subcontractor if applicable)  |  Timing: Per reverse timeline; final review 48 hrs before deadline

Step 5 — Submission

5.1Submit via the funder's required portal (Grants.gov, SAM.gov, agency-specific portal, or email). Never submit on the deadline day — target 1–2 days early to allow for technical issues.
5.2Save the submission confirmation (email receipt or portal confirmation number) to the grant's Google Drive folder immediately.
5.3Update Grant Pipeline Tracker: Stage → Submitted, log submission date, confirmation number, and expected decision date.
5.4Set a Google Calendar reminder for the expected decision date plus a 30-day follow-up check if no decision is received.
Responsible: Vanessa Gerideau  |  Timing: 1–2 days before deadline

Step 6 — Post-Submission Follow-Up

6.1If awarded: Notify team via Slack. Update tracker to Awarded. Review award terms, reporting requirements, and compliance obligations. Initiate project setup per the SOW SOP.
6.2If declined: Request reviewer feedback from the funder if available. Log key takeaways in the tracker. Assess whether to reapply in the next cycle — many grants allow resubmission.
6.3If no response by expected decision date: Send a polite status inquiry email to the program officer. Wait 2 weeks before following up again.
6.4Archive the complete application package in Google Drive regardless of outcome — successful narratives become reusable templates for future applications.
Responsible: Vanessa Gerideau  |  Timing: Within 1 week of receiving decision

Required registrations (keep active at all times)

SAM.gov Registration
Required for all federal grants. Renews annually — set a Google Calendar reminder 60 days before expiration.
UEI Number (via SAM.gov)
Unique Entity Identifier — replaces DUNS. Required on all federal applications. Keep on file in Google Drive.
DC OGM Registration
Required for DC Office of Grants Management applications. Verify status quarterly at ogm.dc.gov.
Grants.gov Account
Maintain active login. Ensure authorized organization representative (AOR) role is current.

Grant prospecting checklist (quick reference)

Monthly prospecting session completed
Opportunities logged in Pipeline Tracker
Eligibility screening completed (7-point)
Google Drive folder created for qualified grants
Reverse timeline built in Google Calendar
All attachments gathered before final week
Self-review checklist completed
Submitted 1–2 days before deadline
Confirmation saved to Google Drive
Post-decision follow-up completed & archived
SAM.gov registration current
DC OGM registration verified this quarter

SOP: Weekly Reporting & Decision Documentation

JTM Solutions LLC · Applies to all operational reporting and institutional knowledge capture

Owner: Vanessa Gerideau  |  Cadence: Every Friday by 4:00 PM

Purpose

To create a consistent rhythm of operational visibility, accountability, and institutional knowledge capture at JTM Solutions LLC — ensuring that decisions, progress, and blockers are documented so the business can function and scale beyond any single person's memory.

Tools Used

Google Docs Google Sheets Google Drive Google Calendar Slack

Weekly reporting rhythm

MON
🗓️
Week Kickoff
Review prior week report. Set priorities for the week.
TUE–THU
⚙️
Execution
Log notable decisions in real time as they happen.
FRI
📝
Weekly Report
Complete & file report by 4:00 PM. Share with team.
FRI
📬
Invoicing
Last Friday of month: create & send all client invoices.
ONGOING
🗄️
Archive
Reports stored in Drive for institutional reference.

Step 1 — Real-Time Decision Logging (Tuesday–Thursday)

1.1Throughout the week, log significant decisions in real time in the JTM Decision Log (Google Sheet, pinned in Slack). Do not wait until Friday — context and rationale are lost over time.
1.2A decision is worth logging if it involves any of the following:
→A change to a client deliverable, timeline, or scope
→Hiring, releasing, or changing terms with a subcontractor
→A financial commitment or invoice adjustment over $500
→A grant application decision (pursue, decline, or withdraw)
→Any client communication that changes expectations or agreements
→An operational or process change that affects more than one team member
1.3For each decision, log: Date, Decision Made, Context/Reason, Who Decided, Impact Area, Follow-Up Actions (owner + due date).
Responsible: Vanessa Gerideau (primary) + any team member involved in the decision  |  Timing: Same day as decision

Step 2 — Weekly Report Preparation (Every Friday by 4:00 PM)

2.1Open the Weekly Report Template (Google Doc, stored in JTM_Operations / 03_SOPs / Weekly Reports). Create a new copy titled: JTM Weekly Report — [Month DD, YYYY].
2.2Complete all 7 sections of the report (see template below). Target 15–20 minutes total — this is a snapshot, not an essay.
2.3Pull from: the Decision Log, FreshBooks (invoice status), Grant Pipeline Tracker, and your calendar/task list for the week.
Responsible: Vanessa Gerideau  |  Deadline: Every Friday by 4:00 PM

Weekly report template (7 sections)

1 Wins & Completions

What got done this week? What milestones were hit?

e.g. "Submitted HUD CDBG application. Completed DC Parks & Recs Q2 progress report. Onboarded Marcus J. as new grant writing subcontractor."
2 Client & Project Status

One-line status per active client/project. Flag anything at risk.

e.g. "DC Parks & Recs — On track. AmeriCorps application — 2 days behind, needs attention. [Client X] — invoice outstanding 8 days."
3 Decisions Made This Week

Pull from the Decision Log. Summarize key decisions and their rationale.

e.g. "Decided to decline EPA grant — deadline too tight given current capacity. Approved scope change for DC Parks & Recs adding community outreach deliverable."
4 Finance Snapshot

Invoices sent, payments received, anything overdue. Keep it to 3–5 lines.

e.g. "Invoices sent: 2 ($4,200 total). Payments received: 1 ($2,000). Overdue: Invoice #047 — Day 12, reminder sent."
5 Blockers & Issues

What slowed things down or is at risk? What needs a decision or resource?

e.g. "Waiting on client to return signed SOW — blocking invoicing. SAM.gov registration renewal needed within 30 days."
6 Next Week Priorities

Top 3–5 priorities for the coming week. Be specific — include owner and deadline.

e.g. "1. Finalize AmeriCorps narrative (Vanessa, Wed). 2. Follow up overdue Invoice #047 (Vanessa, Mon). 3. Schedule DC Parks & Recs Q3 kickoff (Vanessa, Tue)."
7 Notes & Institutional Knowledge

Anything learned this week that should be remembered — client preferences, process improvements, lessons from a grant review, vendor feedback.

e.g. "DC Parks & Recs prefers updates via email, not Slack. HUD reviewer noted our budget narrative was strong — reuse the structure for AmeriCorps."

Step 3 — Filing & Distribution

3.1Save the completed report to JTM_Operations / Weekly Reports / [Year] / [Month] in Google Drive. File naming: JTM-WeeklyReport-YYYY-MM-DD.docx.
3.2Post a summary in the #operations Slack channel with a link to the full report. Tag any team members with action items from Section 6.
3.3Any open action items from Section 6 must be added to the relevant person's Google Calendar or task list before the report is filed — not left only in the document.
Responsible: Vanessa Gerideau  |  Deadline: Friday by 4:00 PM, same day as report completion

Step 4 — Monday Kickoff Review

4.1Every Monday morning, Vanessa (and any relevant team members) spend 10–15 minutes reviewing the prior Friday's report.
4.2Confirm all action items from Section 6 are calendared and assigned. Flag any that need reassignment or are already at risk.
4.3This review doubles as the team's informal weekly standup — no separate meeting needed unless a blocker requires discussion.
Responsible: Vanessa Gerideau + team  |  Timing: Every Monday morning, 15 min

Step 5 — Monthly & Quarterly Review

5.1Monthly (last Friday of each month): Review the month's weekly reports. Identify patterns — recurring blockers, consistently missed priorities, or decisions that created unexpected downstream effects. Update SOPs if a better process was discovered.
5.2Quarterly (first Monday of each new quarter): Review all weekly reports for the quarter. Assess whether JTM is making progress toward its annual goals (revenue diversification, SOP completion, admin time reduction). Update the Dashboard metrics.
5.3The quarterly review is also an opportunity to assess if any SOPs need updating based on what actually happened in the prior quarter versus what the SOPs prescribed.
Responsible: Vanessa Gerideau  |  Monthly: Last Friday of month  |  Quarterly: First Monday of Q2, Q3, Q4, Q1

Weekly reporting checklist (quick reference)

Decisions logged in real time (Tue–Thu)
New report doc created from template
All 7 sections completed
Finance snapshot pulled from FreshBooks
Filed in Google Drive by 4:00 PM Friday
Summary posted in #operations Slack
Action items added to Calendar / tasks
Monday kickoff review completed

SOP: New Revenue Stream Pilot Process

JTM Solutions LLC · Applies to all new service offerings, markets, or income channels under consideration

Owner: Vanessa Gerideau  |  Review cadence: Quarterly

Purpose

To provide a structured, low-risk framework for evaluating, testing, and launching new revenue streams at JTM Solutions LLC — reducing single-client dependency, growing annual revenue, and ensuring new efforts align with JTM's capacity, brand, and strategic goals before significant time or money is committed.

Context

JTM currently generates ~88% of revenue from one client (DC Parks & Recs). The 12-month target is 5 active, diversified revenue streams. Each pilot must be validated before becoming a permanent service offering.

Tools Used

Google Docs Google Sheets Google Drive FreshBooks Slack Canva

Pilot pipeline stages

💡
Ideation
Capture & screen ideas
›
🔍
Evaluation
Score against criteria
›
🧪
Pilot
60–90 day test
›
📊
Review
Go / Pivot / Stop
›
✅
Launch
Full service offering

Step 1 — Ideation & Idea Capture

1.1Maintain a rolling Revenue Idea Log in Google Sheets (stored in JTM_Operations / 06_Templates). Log every idea as it arises — from client conversations, market trends, competitor observation, or team input.
1.2Each entry should include: Idea name, brief description, source of idea, estimated revenue potential, and date logged.
1.3Review the Idea Log quarterly (aligned with JTM's strategic planning cycle) to select top candidates for formal evaluation.
1.4Priority idea categories aligned to JTM's diversification goals:
→Federal & municipal grant consulting (new agency clients)
→Private sector CSR & community impact consulting
→AI operations setup as a productized service for nonprofits
→Training & capacity-building workshops
→Fractional program management retainers
Responsible: Vanessa Gerideau  |  Cadence: Ongoing capture, quarterly review

Step 2 — Evaluation & Scoring

2.1Score each candidate idea against JTM's 6 evaluation criteria (1–5 scale each, max 30 points). Ideas scoring 20+ advance to pilot planning.
Criterion
Weight
What to assess
Strategic alignment
1–5
Does it leverage JTM's existing expertise in nonprofit consulting, grants, or program management?
Revenue potential
1–5
Realistic annual revenue estimate. Min threshold: $10,000/year to justify pilot investment.
Capacity fit
1–5
Can JTM execute without overextending Vanessa or requiring major new hires immediately?
Market demand
1–5
Is there a clear, reachable target market with demonstrated need? Can JTM reach them quickly?
Startup cost
1–5
5 = no new tools or major spend required. 1 = requires significant upfront investment.
Diversification value
1–5
Does this meaningfully reduce dependency on DC Parks & Recs as the primary revenue source?
20–30 pts
Advance to pilot
13–19 pts
Revisit in 90 days
0–12 pts
Archive for now
Responsible: Vanessa Gerideau  |  Timing: Within 2 weeks of idea selection

Step 3 — Pilot Planning & Scope Definition

3.1Create a Pilot Plan document (Google Doc, stored in JTM_Operations / 06_Templates) covering:
→Service description — what exactly is being offered and to whom
→Target client profile — ideal customer, sector, geography, size
→Pricing model — hourly, flat fee, retainer, or tiered
→Pilot duration — 60–90 days with a defined end date
→Success metrics — specific, measurable targets (see Step 4)
→Budget cap — max hours and spend allocated to the pilot
→Outreach plan — how JTM will find and pitch the first 3–5 clients
3.2Set up a dedicated project folder in JTM_Operations / 01_Clients / [Pilot Name] for all pilot-related documents, contracts, and communications.
3.3Create a FreshBooks project for the pilot to track revenue and hours separately from existing client work.
3.4Set a hard budget cap: no new software purchases, no more than 10 hours/week of Vanessa's time dedicated to the pilot during the test period.
Responsible: Vanessa Gerideau  |  Timing: Before pilot launch

Step 4 — Success Metrics & Tracking

4.1Define success metrics before the pilot begins. Track weekly in the Revenue Idea Log (Google Sheets).
Metric
Minimum target (60–90 days)
Track in
Revenue generated
At least $2,500 in pilot period
FreshBooks
Clients acquired
At least 1 paying client
Sheets
Outreach conversations
5+ qualified conversations held
Sheets
Hours invested
Under budget cap (10 hrs/week)
FreshBooks
Client satisfaction
Positive feedback from all clients
Notes
Repeatability
Process could be delegated to a subcontractor
Pilot Plan
4.2Review metrics at the 30-day mark for an early read. If clearly not gaining traction, consider pivoting the approach before the full pilot period ends.
Responsible: Vanessa Gerideau  |  Cadence: Weekly tracking, 30-day check-in, end-of-pilot review

Step 5 — Go / Pivot / Stop Decision

5.1At the end of the pilot period, complete a Pilot Review (1-page Google Doc summary) and apply the decision framework below.
🟢 GO — Launch as a permanent service offering
Revenue target met OR exceeded · At least 1 paying client retained · Process is repeatable · Vanessa wants to continue · Net positive on time investment
🟡 PIVOT — Adjust approach and extend pilot 30 days
Some traction but below target · Identified a specific change (pricing, target market, or messaging) that could move the needle · Worth one more focused sprint
🔴 STOP — Archive and revisit in 6 months
No revenue generated · No client interest · Requires too much of Vanessa's time · Market not ready or JTM not positioned yet
Responsible: Vanessa Gerideau  |  Timing: End of 60–90 day pilot period

Step 6 — Full Launch (GO decision only)

6.1Add the service to JTM's official service menu and update all marketing materials (website, LinkedIn, Canva pitch deck).
6.2Create a service-specific SOP so the offering can eventually be delegated to a subcontractor.
6.3Set up a dedicated FreshBooks project type and Google Drive folder structure for ongoing client work under this stream.
6.4Update the Revenue Tracker in the hub to reflect the new active stream and adjust the diversification target accordingly.
6.5Set a 90-day growth target for the new stream and schedule a check-in in Google Calendar.
Responsible: Vanessa Gerideau  |  Timing: Within 2 weeks of GO decision

Pilot launch checklist (quick reference)

Idea logged in Revenue Idea Log
Scored 20+ on evaluation criteria
Pilot Plan document created
Success metrics defined upfront
Budget cap set (max 10 hrs/week)
FreshBooks project created
30-day check-in scheduled
Go / Pivot / Stop decision logged
Revenue Tracker updated in hub
Service SOP created (if GO)

SOP: Client Relationship Management

JTM Solutions LLC · Applies to all active and recently completed client engagements

Owner: Vanessa Gerideau  |  Review cadence: Monthly

Purpose

To build lasting, trust-based client relationships that drive retention, referrals, and expanded engagements — while reducing Vanessa's reactive time by establishing proactive, structured communication rhythms for every active client.

Context

JTM's current client base is heavily concentrated (DC Parks & Recs = ~88% of revenue). Strong relationship management for all clients is critical to both retaining the primary client and growing new ones. Every client interaction is an opportunity to demonstrate value and generate referrals.

Tools Used

Google Workspace Gmail Google Calendar Google Docs Google Sheets FreshBooks Slack

Client touchpoint cadence

Weekly
Written project status update (email or Slack) covering work completed, in progress, and upcoming milestones
Active projects only
Bi-weekly
15–30 min check-in call or Google Meet to review progress, address questions, and surface any concerns early
Active projects only
Monthly
Formal progress report (Google Doc) covering deliverables completed, milestones hit, budget status, and next 30-day plan
All retainer clients
Quarterly
Strategic relationship review — assess satisfaction, explore expanded scope, discuss upcoming needs, and strengthen the partnership
All clients
At close
Project completion summary, formal satisfaction check-in, testimonial request, and referral conversation
End of every project

Step 1 — Client Onboarding & Relationship Setup

1.1Create a Client Profile in Google Sheets (Client Relationship Tracker) with: client name, key contacts, communication preferences, project history, pain points, and expansion opportunities.
1.2Set up a dedicated Google Drive folder under JTM_Operations / 01_Clients / [Client Name] with subfolders: SOW, Deliverables, Meeting Notes, Invoices, and Correspondence.
1.3Schedule all recurring touchpoints in Google Calendar at the start of each engagement — weekly updates, bi-weekly calls, and monthly report dates.
1.4Send a welcome email confirming the project start, key contacts, preferred communication channels, and what the client can expect from JTM week-to-week.
Responsible: Vanessa Gerideau  |  Timing: Within 48 hours of signed SOW

Step 2 — Weekly Status Communication

2.1Every Friday, send a brief written status update to each active project client via Gmail (or Slack if preferred by client).
2.2Status update must include:
→Work completed this week
→Work in progress / next steps
→Upcoming milestone or deadline
→Any items needed from the client
→Any risks or blockers (flagged early — never surprise a client)
2.3Keep updates brief and scannable — 5–8 bullet points max. Clients should be able to read it in under 2 minutes.
2.4Save a copy of each status update in the client's Google Drive / Correspondence folder for reference.
Responsible: Vanessa Gerideau / Janel Jackson  |  Timing: Every Friday by 4:00 PM

Step 3 — Bi-Weekly Check-In Calls

3.1Hold a 15–30 minute Google Meet with each active client every two weeks. Block these in Google Calendar at the start of the engagement.
3.2Send a brief agenda 24 hours in advance. Use the meeting notes template (Google Doc) to capture decisions and action items in real time.
3.3Standard agenda:
→Progress since last call (5 min)
→Open questions or blockers (10 min)
→Upcoming milestones & what's needed from client (10 min)
→Action items recap — who does what by when (5 min)
3.4Send a follow-up email within 24 hours of the call summarizing decisions and action items. Save notes to the client's Drive folder.
Responsible: Vanessa Gerideau  |  Timing: Every 2 weeks for active projects

Step 4 — Monthly Progress Report

4.1On the last business day of each month, prepare a formal Monthly Progress Report (Google Doc) for all retainer or long-term project clients.
4.2Report must include:
→Executive summary (2–3 sentences)
→Deliverables completed this month
→Milestones hit vs. planned
→Budget / hours used (if applicable)
→Priorities for next month
→Any risks or items requiring client action
4.3Send as a PDF export from Google Docs via Gmail. Archive in the client's Drive folder under Deliverables.
Responsible: Vanessa Gerideau  |  Timing: Last business day of each month

Step 5 — Issue & Concern Escalation

5.1Golden rule: Never let a client discover a problem before JTM does. Flag issues proactively — always communicate early, even when the news is uncomfortable.
5.2If a deliverable will be delayed or missed — contact the client within 24 hours of knowing. Provide a revised timeline and the reason for the delay. Do not wait for the deadline to pass.
5.3If a client raises a complaint or dispute:
→Acknowledge within 4 business hours via email or phone
→Schedule a call within 48 hours to understand the concern fully
→Review the SOW — confirm what was agreed and what was delivered
→Resolve in good faith. Offer a remedy (revision, additional support, or credit) before the dispute escalates
→Document the resolution in the client's Drive folder
5.4DC Parks & Recs special protocol: Given revenue concentration, any issue with this client is treated as Priority 1. Vanessa handles all escalations personally and same-day. No issue with this client is delegated.
Important: All client escalation conversations must be logged in the Client Relationship Tracker (Google Sheets) within 24 hours, including the outcome and next action.
Responsible: Vanessa Gerideau  |  Response time: Within 4 business hours of issue raised

Step 6 — Quarterly Relationship Review

6.1Every 90 days, schedule a 45–60 minute strategic review with each active client. Frame it as a partnership conversation — not just a status update.
6.2Agenda:
→Quarter in review — what went well, what could improve
→Client's evolving needs and upcoming priorities for next quarter
→Opportunities to expand JTM's scope or add new services
→Any feedback on JTM's communication, quality, or responsiveness
6.3Log all expansion opportunities identified in the Client Relationship Tracker. Any opportunity valued at $5,000+ gets added to JTM's revenue pipeline immediately.
6.4Send a follow-up summary within 48 hours documenting what was discussed and any commitments made by either party.
Responsible: Vanessa Gerideau  |  Cadence: Every 90 days per active client

Step 7 — Project Close-Out & Referral

7.1Upon project completion, send a Project Completion Summary (Google Doc) to the client — a 1-page recap of all deliverables, outcomes, and impact.
7.2Conduct a brief satisfaction check-in — either a 15-minute call or a short written survey (3–5 questions via Google Form). Ask: What went well? What could we improve? Would you recommend JTM?
7.3If satisfaction is high, request a written testimonial for JTM's website or LinkedIn, and a warm referral to 1–2 other organizations that could benefit from JTM's services.
7.4Update the client's profile in the Client Relationship Tracker to "Completed." Schedule a 90-day check-in in Google Calendar to re-engage about future work.
7.5Archive all project files in the client's Google Drive folder. Ensure everything is organized and labeled for future reference.
Responsible: Vanessa Gerideau  |  Timing: Within 1 week of project completion

Client relationship checklist (quick reference)

Client profile created in Tracker
Drive folder set up & organized
Recurring touchpoints in Calendar
Welcome email sent
Weekly status updates sent (Fridays)
Bi-weekly check-in calls held
Monthly progress reports sent
Issues escalated within 4 hrs
Quarterly review conducted
Expansion opportunities logged
Completion summary sent
Testimonial & referral requested

SOP: DC Government Contracting Process

JTM Solutions LLC · Applies to all DC agency RFP, RFQ, and IFB opportunities via the OCP Portal

Owner: Vanessa Gerideau  |  Support: Janel Jackson  |  Portal: contracts.ocp.dc.gov

Purpose

To provide JTM Solutions LLC with a repeatable, structured process for identifying, evaluating, bidding on, and winning DC government contracts — reducing single-client revenue dependency and establishing JTM as a competitive DC government contractor.

Context

JTM has proven program management expertise through its work with DC Parks & Recs. DC government contracting is a direct path to revenue diversification — the District issues hundreds of solicitations annually across agencies that align with JTM's core capabilities: program management, nonprofit consulting, grant management, capacity building, and community outreach.

Tools & Portals

DC OCP Portal ↗ OCP Website ↗ SAM.gov ↗ CBE Certification ↗ Google Drive Google Docs FreshBooks Canva

Contracting pipeline stages

🔍
Monitor
Weekly portal scan
›
📋
Screen
Fit score + go/no-go
›
✍️
Prepare
Write & assemble bid
›
📤
Submit
1–2 days early
›
📞
Follow up
Track & debrief
›
🏆
Award
Onboard & execute

Step 1 — Weekly Portal Monitoring

1.1Every Monday, Janel Jackson checks the DC OCP Solicitations Portal ↗ for new postings. Search using JTM's keyword list: program management, nonprofit consulting, grant management, community outreach, capacity building, technical assistance, strategic planning, workforce development.
1.2Focus on solicitations from priority agencies: DPR (Dept. of Parks & Recreation), DMHHS, DMPED, DSLBD, DCPS, OGM, and DHCD.
1.3Log any relevant solicitation in the DC Contracting Opportunity Tracker (in the DC Contracting tab of this hub) with: title, doc number, agency, due date, and estimated value. Status: Monitoring.
1.4Janel flags any promising opportunity to Vanessa via Slack within 24 hours of spotting it, especially if the deadline is within 30 days.
Responsible: Janel Jackson (monitoring) · Vanessa Gerideau (review)  |  Cadence: Every Monday

Step 2 — Opportunity Screening & Go/No-Go Decision

2.1For any flagged opportunity, use the AI Opportunity Screener in the DC Contracting tab — paste the solicitation description and review the fit assessment, strengths, gaps, and recommendation.
2.2Vanessa makes the final Go/No-Go decision using the 6-criteria scoring framework:
Criterion
Score
Threshold to pursue
Strategic alignment
1–5
Must score 4+ — work must match JTM core capabilities
Revenue potential
1–5
Min contract value: $25,000 to justify bid investment
Capacity fit
1–5
Can execute without overextending current client commitments
Bid competitiveness
1–5
JTM has credible past performance or unique advantage
Bid cost (time)
1–5
Can respond within available bandwidth (max 20 hrs)
Diversification value
1–5
Meaningfully reduces DC Parks & Recs concentration risk
22–30 pts → Pursue
15–21 pts → Monitor
0–14 pts → Skip
2.3Update the Opportunity Tracker status to Pursuing and set a Google Calendar deadline reminder 5 days before submission.
Responsible: Vanessa Gerideau  |  Timing: Within 48 hours of opportunity being flagged

Step 3 — Bid Preparation

3.1Create a dedicated Google Drive folder: JTM_Operations / 01_Clients / DC-Contracting / [Agency] — [Solicitation Title] — [Doc#]
3.2Download and read the full solicitation document (RFP/RFQ/IFB). Build a Requirements Checklist (Google Doc) listing every required section, form, certification, and attachment — this becomes the master compliance checklist.
3.3Use the Bid Preparation Tools in the DC Contracting tab to generate: capabilities statement, past performance summary, technical approach, price proposal, and cover letter. Adapt each to the specific solicitation requirements.
3.4Check the Grant Narrative Library in Google Drive for reusable language from previous successful JTM proposals. Never start from scratch — always adapt existing strong content first.
3.5Janel handles: formatting, document assembly, required form completion, and final compliance check against the Requirements Checklist. Vanessa handles: technical narrative, pricing strategy, and final review.
3.6Complete a final Vanessa sign-off review at least 2 days before the deadline. Check: page limits, formatting requirements, required certifications (CBE status, SAM.gov active), all attachments included.
Responsible: Vanessa (narrative + pricing) · Janel (formatting + assembly)  |  Target: Complete draft 3 days before deadline

Step 4 — Submission

4.1Submit via the DC OCP Portal or per the solicitation's specified method (email, portal upload, physical delivery — read the instructions carefully). Never submit on deadline day — target 1–2 days early to allow for technical issues.
4.2Save the submission confirmation (portal receipt, confirmation email, or tracking number) to the solicitation's Google Drive folder immediately.
4.3Update the Opportunity Tracker status to Bid Submitted with the submission date logged.
4.4Send Vanessa a brief Slack confirmation: "Bid submitted for [Solicitation Name] — [Doc#]. Confirmation saved in Drive."
Responsible: Janel Jackson (submission) · Vanessa Gerideau (final approval)  |  Timing: 1–2 days before deadline

Step 5 — Post-Submission Follow-Up

5.1Set a Google Calendar reminder for the expected award date (listed in the solicitation). If no date given, set a reminder 45 days after submission deadline.
5.2If an oral presentation or best-and-final offer (BAFO) is requested, treat it as a priority — Vanessa leads, Janel prepares supporting materials within 24 hours of notice.
5.3If awarded: update Opportunity Tracker to Awarded. Notify relevant team. Create a new client folder in JTM_Operations / 01_Clients. Initiate the Client Onboarding SOP. Update FreshBooks with the new project and contract value.
5.4If not awarded: update Tracker to Not Awarded. Request a debrief from the contracting officer — DC agencies are required to provide feedback upon request. Log lessons learned in the Bid Library. Archive in Drive under "Not Awarded — [Year]."
5.5If no response by expected award date: Janel sends a polite status inquiry email to the contracting officer listed in the solicitation. Wait 2 weeks before following up again.
Responsible: Vanessa Gerideau (decisions) · Janel Jackson (follow-up communications)

Step 6 — Certifications & Compliance Maintenance

6.1Janel maintains a Certifications Status Log (Google Sheet) tracking renewal dates for: SAM.gov registration, CBE certification, DC vendor registration, and any agency-specific registrations. Review quarterly.
6.2SAM.gov — must be renewed annually. Set a Google Calendar reminder 60 days before expiration. An expired SAM.gov registration will disqualify JTM from any federal-linked solicitation.
6.3CBE Certification (via DSLBD) — DC's Certified Business Enterprise designation. Apply if not yet certified. CBE status provides a preference in DC government contract evaluations and is required for set-aside contracts.
6.4DC PASS Vendor Registration — required to receive payments from the District. Verify active status before submitting any bid.
Important: Check all certification statuses before submitting any bid. A lapsed registration is an automatic disqualification — do not skip this step.
Responsible: Janel Jackson (tracking) · Vanessa Gerideau (renewals)  |  Cadence: Quarterly review

Step 7 — Bid Library & Continuous Improvement

7.1Maintain a Bid Library in Google Drive under JTM_Operations / 01_Clients / DC-Contracting / _Bid-Library. Store: best-performing narrative sections, capabilities statement versions, past performance write-ups, and pricing templates.
7.2After every submission — win or lose — Vanessa adds a Lessons Learned note (2–3 sentences) to the Bid Library. Over time this becomes JTM's competitive intelligence library.
7.3Target: submit bids on at least 2 DC government solicitations per quarter as part of the revenue diversification strategy. Track this in the Opportunity Tracker.
7.4After 4 bids submitted, review win/loss ratio and adjust bid strategy — targeting agencies, scope size, or pricing approach — in the quarterly Revenue Tracker review.
Responsible: Vanessa Gerideau  |  Target: 2+ bids per quarter

Bid submission checklist (quick reference)

Full solicitation read & requirements listed
Go/No-Go scored 22+ points
Google Drive folder created
SAM.gov registration active
CBE certification verified
DC PASS vendor status active
Technical approach written
Past performance included
Price proposal complete
All required forms attached
Vanessa final sign-off complete
Submitted 1–2 days early
Confirmation receipt saved
Bid Library updated with lessons

SOP: Payroll Processing

JTM Solutions LLC · Applies to all subcontractor payments and future employee payroll

Owner: Vanessa Gerideau  |  Support: Janel Jackson  |  Pay cycle: Monthly — Net 15 from invoice date

Purpose

Ensure all JTM subcontractors are paid accurately and on time every pay cycle, with full documentation, tax compliance, and a clear audit trail.

Tools Used

FreshBooks Google Sheets Google Drive Gmail Slack

Monthly payroll cycle at a glance

When
What
Who
Throughout month
Subcontractors log hours and track deliverables per their agreement
Subcontractors
Last Friday 5pm
Submit invoices via FreshBooks by 5:00 PM
Subcontractors
Last Friday (same day)
Review all invoices for accuracy vs. SOW
Janel Jackson
Following Monday
Approve all verified invoices in FreshBooks
Vanessa Gerideau
Net 15 from invoice
ACH payment issued via FreshBooks direct deposit
Vanessa Gerideau
Last business day
Payroll log updated in Google Sheets Payroll Tracker
Janel Jackson
Quarterly
Contractor classification status review
Vanessa Gerideau
Jan 31 annually
Issue 1099-NEC to all contractors paid $600+ in the year
Vanessa / CPA

Step 1 — Subcontractor Invoice Submission

1.1Subcontractors submit invoices via FreshBooks by the last Friday of each month, no later than 5:00 PM.
1.2Each invoice must include: legal name, invoice number and date, billing period, itemized services with hours or flat fee, rate and total due, and payment method on file.
1.3Subcontractors not yet set up in FreshBooks should contact Janel@jtmsolutionsdc.com for onboarding support before their first cycle.
Important: Invoices submitted after the Friday deadline will be processed in the next pay cycle. No exceptions.
Responsible: Subcontractors  |  Timing: Last Friday of each month by 5:00 PM

Step 2 — Invoice Review (Janel)

2.1Janel reviews all submitted invoices in FreshBooks: confirms each matches the approved SOW (rate, hours, deliverables), billing period is correct, direct deposit is on file, and no duplicate invoice numbers exist.
2.2If an invoice has a discrepancy, Janel contacts the subcontractor within 24 hours to request a corrected invoice and logs the issue in the Payroll Tracker.
2.3Once all invoices are verified, Janel marks them 'Reviewed' in the Payroll Tracker and sends Vanessa a Slack message confirming the invoice count and total amount for approval.
2.4Save a PDF copy of each invoice to: JTM_Operations / 05_Finance / Payroll / [Year-Month]
Responsible: Janel Jackson  |  Timing: Last Friday — same day as invoice receipt

Step 3 — Invoice Approval (Vanessa)

3.1By the following Monday, Vanessa reviews and approves all invoices Janel has marked ready in FreshBooks.
3.2Confirm for each: work was completed per the SOW, amount is within approved contract terms, no outstanding performance or documentation issues.
3.3Approve in FreshBooks — this triggers payment within Net 15 of the original invoice date.
3.4If an invoice must be held, Vanessa notifies Janel and the subcontractor in writing (email) with the reason and expected resolution date.
Responsible: Vanessa Gerideau  |  Timing: Monday following invoice week

Step 4 — Payment Processing

4.1Payments are processed via FreshBooks ACH direct deposit using banking details from the subcontractor's Direct Deposit Authorization Form. Payment issued within Net 15 of invoice date.
4.2Janel confirms FreshBooks sent a payment confirmation to each subcontractor and logs the payment date and transaction reference number in the Payroll Tracker.
4.3If a payment fails, Janel notifies Vanessa and the subcontractor within 24 hours, collects a new Direct Deposit Authorization Form, and reprocesses.
4.4Update Payroll Tracker status for each invoice to 'Paid' with payment date and FreshBooks transaction reference.
Important: Never process payments outside of FreshBooks without Vanessa's written approval. All payments must be traceable for tax and audit purposes.
Responsible: Vanessa Gerideau  |  Timing: Net 15 from invoice date

Step 5 — Payroll Tracking & Record Keeping

5.1Maintain the Payroll Tracker (Google Sheets) at: JTM_Operations / 05_Finance / Payroll / JTM_Payroll_Tracker.xlsx
5.2Log for each payment: subcontractor name, invoice number and date, billing period, amount invoiced, amount paid, payment date, FreshBooks transaction reference, and status.
5.3Retain all payroll records for a minimum of 7 years per IRS recordkeeping requirements.
5.4At the end of each quarter, Janel prepares a quarterly payroll summary (total paid per subcontractor, total payroll spend) for Vanessa's review.
Responsible: Janel Jackson  |  Timing: Last business day of each month

Step 6 — Tax Compliance & 1099 Filing

6.1JTM must issue IRS Form 1099-NEC to any contractor paid $600+ during the calendar year. Deadline: January 31 of the following year.
6.2Janel maintains a running 1099 Tracking Log recording cumulative payments per contractor. Review quarterly to identify who will require a 1099.
6.3A completed and signed W-9 must be on file before any subcontractor's first payment is processed. File at: JTM_Operations / 04_Contractors / [Name] / W-9
6.4January process: Janel compiles final annual totals → Vanessa or CPA files 1099-NEC via IRS e-file → copies filed at JTM_Operations / 05_Finance / Tax / [Year] / 1099s
Important: Never process a first payment to any subcontractor without a signed W-9 on file. Missing W-9s can result in IRS backup withholding requirements.
Responsible: Janel Jackson (tracking) · Vanessa Gerideau (filing) · CPA as needed  |  Timing: January 31 annually

Step 7 — Error Resolution

7.1If a subcontractor reports a discrepancy, Janel investigates within 24 hours by reviewing FreshBooks, the Payroll Tracker, and bank transaction history.
7.2Common resolutions: Underpayment → issue supplemental payment; Overpayment → deduct from next invoice with written agreement; Wrong account → new Direct Deposit form + reissue.
7.3Log all errors and resolutions in the Payroll Tracker Notes column. Escalate to Vanessa if the error exceeds $500 or involves a recurring issue.
Responsible: Janel Jackson (investigation) · Vanessa Gerideau (approval for corrections)  |  Timing: Within 24 hours of error reported

Monthly payroll checklist (quick reference)

All invoices submitted by Friday 5pm
Invoices reviewed vs. SOW (Janel)
All vendors have direct deposit on file
Approval summary sent to Vanessa (Slack)
Vanessa approved all invoices by Monday
Payments processed in FreshBooks (Net 15)
Payment confirmations sent to contractors
Payroll Tracker updated (Janel)
PDF invoices saved to Google Drive
1099 Tracker updated with running totals
W-9 on file for all active contractors
Quarterly summary sent to Vanessa
🏆JTM's grant writing expertise is a major competitive asset. This tracker surfaces active opportunities and deadlines. Use the AI Research tool below to identify new grants instantly.
Active grant pipeline
HUD Community Development Block Grant
⚠ Deadline: March 28, 2026
DUE SOON
$75,000
DC Office of Grants Mgmt — Capacity Building
Deadline: April 15, 2026
IN PROG
$30,000
AmeriCorps VISTA Program
Deadline: May 1, 2026
RESEARCH
$50,000
USDA Rural Development Grant
Submitted: Feb 20, 2026 — Awaiting decision
SUBMITTED
$100,000
EPA Environmental Justice Grant
Deadline: June 30, 2026
PROSPECT
$200,000
AI grant research

Describe the type of grant you're looking for. The AI will identify specific opportunities, eligibility requirements, amounts, and application tips.

💳Generate professional invoices instantly. Fill in the client and service details below — the AI will produce a complete, formatted invoice ready to copy into FreshBooks or send directly. All invoices follow JTM's Net 15 payment terms.
Invoice builder
Subtotal$0.00
Tax (0% — nonprofit consulting)$0.00
Total due$0.00
Invoice follow-up emails

Generate ready-to-send follow-up emails per the Invoice SOP — Day 7 gentle reminder, Day 21 firm notice, or Day 30 escalation.

Outstanding invoices
No invoices logged yet. Generate an invoice above to track it here.
🏛️The DC OCP Contracts & Procurement Transparency Portal lists all open District government solicitations — RFPs, RFQs, IFBs, and task order proposals. JTM's nonprofit consulting, program management, and grant writing expertise positions it well for many DC agency contracts.
DC OCP Portal

The official DC Government solicitations search. Browse open RFPs, RFQs, and IFBs from all District agencies.

🏛 Open Solicitations Portal ↗ OCP Solicitations Page ↗ How to Do Business with DC ↗
JTM target agencies

Agencies most likely to have relevant solicitations

DPR— Dept. of Parks & Recreation
DMHHS— Health & Human Services
DMPED— Planning & Economic Dev.
DSLBD— Small & Local Business Dev.
DCPS— DC Public Schools
OGM— Office of Grants Management
DHCD— Housing & Community Dev.
Search keywords for JTM

Use these in the portal to find relevant solicitations

program management nonprofit consulting grant management community outreach capacity building technical assistance parks recreation strategic planning workforce development training services consulting services administrative support

Click any keyword to copy it

AI opportunity screener

Found a solicitation on the portal? Paste the title or description below and the AI will assess JTM's fit, flag requirements, and recommend whether to pursue it.

Bid preparation tools

Once you've identified an opportunity worth pursuing, use these AI tools to prepare your response.

Opportunity pursuit tracker

Log solicitations you're tracking or pursuing. Data saves in your browser.

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DC vendor certifications & registrations

These certifications strengthen JTM's competitiveness for DC government contracts and are required for many solicitations.

CBE Certification
Certified Business Enterprise — DC's preferential program for local businesses. Required or scored on most DC contracts.
Apply / check status ↗
SAM.gov Registration
Required for all federal contracts and many DC government procurements. Must be renewed annually — verify status quarterly.
Check / renew ↗
DC Vendor Registration
Must be registered in the DC PASS vendor system to receive payments from the District government. Free to register.
Registration guide ↗
⚠️The proposal identifies single-client dependency (88% from DC Parks & Recs) as JTM's biggest business risk. The 12-month target is 5 active revenue streams. Develop each one using the tools below.
Current revenue mix
DC Parks & Recs
88%
Grant consulting
8%
Other clients
4%

⚠ Critical: single-client concentration risk

Target mix — 12 months
DC Parks & Recs
35%
Grant consulting
25%
Federal programs
20%
Private sector
12%
AI service tier
8%
Growth opportunity builder
Federal grant programs
JTM's expertise transfers directly to federal RFPs and municipal contracts. High ROI on existing skills.
Private sector CSR consulting
Repackage proven nonprofit track record for corporate clients seeking community impact and CSR programs.
AI operations as a service
Offer AI workflow setup as a billable productized service to other small nonprofits and consulting firms.
📁Your JTM_Operations Google Drive folder is your central file system for all JTM documents — SOPs, contracts, grants, invoices, and templates. The folder is live below. Generate any document using the AI tools on the right, then save it directly to Drive.
JTM_Operations

Google Drive · Shared folder · Folder ID: 1rwBoksZ3RIctMjD...

Open in Drive ↗ My Drive ↗
Generate & save to Drive

Generate any document below, copy the output, then paste it into a new Google Doc in your Drive folder.

Recommended folder structure
📁
01_Clients — one subfolder per client (DC Parks & Recs, etc.)
📁
02_Grants — Active, Submitted, Awarded, Declined subfolders
📁
03_SOPs — all 10 standard operating procedures
📁
04_Contractors — agreements, W-9s, one subfolder per contractor
📁
05_Finance — Invoices, Payroll, Reports subfolders
📁
06_Templates — all reusable document templates
📁
07_DC-Contracting — Bid Library, active bids, awarded contracts
📁
08_Weekly-Reports — weekly decision logs organized by year/month
Set up this structure in Drive ↗
AI Operations Assistant

Knows JTM Solutions' full context — ask about operations, grants, clients, communications, growth strategy, or anything else.

AI
Hi Vanessa! I'm your JTM Solutions Operations Assistant. I know your business — nonprofit consulting in DC, DC Parks & Recs as your primary client, grant writing expertise, and your goals to cut admin time by 10–15 hrs/week and diversify revenue to 5+ streams. Your operations and strategy manager Janel Jackson is also on the team at Janel@jtmsolutionsdc.com. What can I help you tackle today?