GRATEFUL FED · DAILY OPERATIONS
Friday’s operations brief
Last Refreshed: August 28, 2026 at 3:44 AM EDT
Gmail + Calendar + QuickBooks + Events Sheet
Tammy List
Shared across signed-in laptops19 Today · 10 Waiting on Customer · 12 Potential Problems · 28 Money to Collect totaling $24,048.11
Gmail (Inbox, archive, Sent, Drafts and recent Trash; Spam excluded) · Google Calendar · QuickBooks · QB This Weeks Events / All_Invoices
Today
19 actions| Customer / Event | Details | Status | Next Action | Actions |
|---|---|---|---|---|
| Waterworks Players / 2026–27 sponsorship — response by Sept. 18 | Leigh followed up at 4:48 PM · sponsorship decision needed Waterworks asked whether Grateful Fed wants to renew its prior half-page season ad or choose another support level. Verified options are a $125 quarter-page ad, $250 half-page ad, $500 full-page ad, $1,000 show sponsorship, or donor support starting at $50. Leigh can reuse last year's half-page ad, and the ad deadline is Friday, Sept. 18. | Action needed | Choose the support level, confirm whether Waterworks should reuse last year's half-page ad, and reply before Sept. 18; do not promise or pay for a sponsorship until Tammy approves the amount. | |
| Anna Pruitt / Final wedding consultation — Sept. 23 | Consultation booked · Sept. 3 at 5:00 PM Anna booked a 30-minute phone consultation for Thursday, Sept. 3 at 5:00 PM. Her current count is 113, including the photographer, wedding coordinator, DJ and bartender; her vision is floral, bohemian antique with ivory and terracotta touches. QuickBooks deposit invoice #1236 is paid at $2,728.25, but it is only the deposit; the final event total and balance are not finalized. Calendar remains yellow and the Sheet correctly says Deposit Paid. | Partial / pending | Prepare for the Sept. 3 call using the expanded on-page brief, confirm planner Johnathan Duff's attendance, and resolve the final count, timeline, menu, rentals, staffing, tax, gratuity and final invoice before the wedding. | |
Anna Pruitt final-consultation brief Summary: Sept. 23 full-service Balcony Downs wedding; phone consultation Sept. 3, 5:00–5:30 PM; current count 113 including vendors. Confirmed: Three charcuterie boards; lemon chicken, pork loin, roasted potatoes and asparagus; water, tea and lemonade; $2,728.25 deposit invoice #1236 paid. Missing / tentative: Planner attendance, final billable count, timeline, venue access, rentals, optional services, dietary needs, staffing, tax, gratuity and final invoice. Ranked questions: 1) Is Johnathan attending? 2) Is 113 final? 3) What is the complete timeline? 4) Which options are final? 5) What financial details remain? Financial / contract: Deposit #1236 is paid, but the whole event is not; Calendar remains yellow and the Sheet says Deposit Paid. Next: Tammy owns preparation before the call and must approve exact scope and customer identity before financial records are created. | ||||
| Moriah Glidden / Salem Chapel wedding — Sept. 5 | Coordinator introduced · timing reply needed Moriah introduced day-of coordinator Laurie Hay and asked when Grateful Fed's catering coordinator will contact them before the wedding. Calendar confirms 105 guests, a full-service Salem Chapel wedding and paid invoice #1243 for $7,338.90; the event remains correctly green. | Action needed | Reply today with the verified coordinator-contact timeline, include Laurie Hay on future logistics communications, and record the responsible Grateful Fed coordinator; do not reopen payment work for the paid event. | |
| Katie & Ricky / Final BEO — Sept. 4–5 | Coordinator requested final copy · last approvals remain Andi asked for the final BEO once it is ready. Calendar confirms invoice #1244 is paid in full at $10,107.52 and both event records are green. Remaining operational decisions are guest dietary sensitivities, the final meal-indicator system and the cocktail-hour location; Andi offered to help obtain final answers or approvals. | Action needed | Ask Andi today for the remaining sensitivities, meal-indicator system and cocktail-hour location; finalize the BEO from verified records and send the final copy only after Tammy approves it. | |
| Fuqua Upper School / One-session lunch request — Aug. 31 | Implementation direction recorded · Friday report update planned Fuqua asked to combine all 117 Upper School students into one 12:45–1:30 PM session beginning Aug. 31, plus about 10 teachers who may order. The newest internal message says to redo the labels/production report Friday so Upper School is combined. Final teacher count, service-flow owner and confirmation to Diane are not yet documented. | Action needed | Confirm the final teacher count and operating owner, then redo the labels/production report Friday for the combined session and send Diane the verified implementation confirmation. Preserve Lower School timing and do not guess unresolved staffing or service details. | |
| Julia Curcio / Wedding — Oct. 1, 2027 | New The Knot inquiry · response due Julia requested wedding catering and late-night-bite pricing for 75 guests in Goode, plus bartending service with customer-provided alcohol. No Calendar event or QuickBooks invoice is matched. | Action needed | Reply with availability guidance and gather the venue, service, menu, bar, timing, budget, rental and dietary details needed for an accurate quote. | |
| Fuqua School Board / Fourth-Thursday meals — starting Sept. 24 | Recurring Calendar series added · meal and billing details remain The all-day fourth-Thursday Calendar series now starts Sept. 24 and records the verified $15-per-person price. Headcounts, menus, ready times, fulfillment responsibilities, billing grouping, tax treatment and invoice cadence remain unconfirmed; no QuickBooks billing record is matched. | Partial / pending | Confirm the Sept. 24 headcount, menu, ready time and fulfillment owner, then document the billing grouping, tax treatment, invoice cadence and approver before any invoice is created. | |
| Betsy Rothenberger / Tailgate — Sept. 5 | New inquiry · response overdue Betsy requested taco meats and Mexican appetizers for 20 guests. No Calendar event or QuickBooks invoice is matched. | Action needed | Reply today with availability guidance and confirm fulfillment details before quoting. | |
| Joanne Davis / Union Hill Baptist Church wedding — Oct. 29 | New WeddingWire inquiry · response due Joanne reported 20 guests; no Calendar event or QuickBooks invoice is matched. | Action needed | Reply with the wedding-service overview and gather the exact venue, service, menu, timing, budget and dietary details. | |
| Cecilia Moyer / Barn at Poor House — Aug. 29 | Final details corrected and invoice sent · red / $740.11 unpaid Tammy updated invoice #1493 to 30 guests and sent the Aug. 29 payment request. QuickBooks confirms a $740.11 total and balance. Calendar now records the final count, no dietary restrictions, 11:30 AM team arrival, noon meal, and the corrected financial summary. | Due / unpaid | Monitor invoice #1493 for payment; when QuickBooks records the full $740.11, change Calendar to green and sync the Sheet Financial Status to Paid. | |
| Zain Afzal / DHRM invoice #1466 | Customer replied · eVA purchase-card workflow unresolved QuickBooks still shows $425.00 due. Re'Kaiya McBride says DHRM issued an eVA purchase card order with her card attached and asks whether Grateful Fed can retrieve the information from eVA. | Due / unpaid | Confirm the approved secure eVA payment workflow and reply without requesting card details by ordinary email; keep invoice #1466 open until QuickBooks records payment. | |
| Megan Miller / Longwood Meet-A-Teacher — Oct. 23 | Customer replied · menu substitution and booking steps need answers Megan confirmed Bedford Hall, building 8 on the Longwood map near Franklin and Race Streets. She asked whether the vegetable platter can be swapped for tortilla chips with salsa and/or guacamole near the same price, and what is needed to lock in the date and menu. | Action needed | Reply with a verified substitution and price only if supported, then state the exact booking and payment steps needed to secure the date. | |
| eVA / Catering Services IFB 127154-0 — deadline unknown | New public-sector lead found in recent Trash · bid review needed The eVA Leads Summary identifies a new catering-services solicitation labeled IFB #11-27-LB / IFB 127154-0. The email does not include the buyer, scope, service dates, mandatory requirements or response deadline. | Action needed | Log into the approved eVA supplier account today, open IFB 127154-0, record the buyer, scope, locations, dates, insurance or certification requirements and submission deadline, then make a documented bid/no-bid decision before preparing any response. | |
| Teresa Stewart / Pineapple salsa order — Aug. 28 | Same-day Calendar order · ready time and fulfillment missing Calendar confirms one 32 oz pineapple salsa with one bag of chips for today. It does not provide a ready time, pickup or delivery method, contact details or payment method. No QuickBooks invoice is matched. The verified missing-event backup row is already in the Sheet with financial fields left blank. | Action needed | Confirm the ready time, pickup or delivery method, contact details and payment method before today's fulfillment. Create billing only from verified terms; do not invent an invoice or price. | |
| Crystal Baker / Courthouse delivery — Aug. 28 | Same-day paid delivery · time remains TBD QuickBooks confirms invoice #1502 is paid in full at $75.00 and Calendar is correctly green, but the Calendar still says Time: TBD. The existing Sheet row says Paid while its paid amount remains $0.00 and balance remains $75.00; that Zapier-owned mismatch is also flagged under Potential Problems. | Action needed | Confirm today's delivery time and day-of contact with Crystal. Keep the event green and invoice paid; route the stale Sheet paid and balance amounts through the primary Zapier workflow instead of overwriting the row. | |
| Grateful Fed / Sept. 4–5 all-hands staffing | Team bulletin sent · split teams and lodging choices remain The new team bulletin confirms Friday teams will split between the local Hampden-Sydney soccer event and an 18-person Nellysford rehearsal dinner. Saturday includes the local Salem Chapel wedding plus a birthday-party drop-off and the 73-person plated Nellysford wedding led by Tammy and Pete. Grateful Fed now has full place settings for up to 120 guests. Employee availability, final assignments, individual call times, transportation and overnight lodging preferences are not yet verified. | Action needed | Collect each employee's Friday and Saturday availability and Nellysford overnight preference, then publish one final roster with call times, event leads and transportation. Do not book lodging until Tammy approves the plan. | |
| Starr & Trey / Wedding reception — Sept. 12 | Final payment request sent · QuickBooks invoice still missing Tammy sent the finalized 115-guest reception menu and $5,229.97 balance request to Starr at 7:35 PM. The email states $4,600 original food and beverage, a $2,300 wedding discount, $250 discounted cupcakes, a gifted $250 cake, $1,200 full-service staffing, $963 gratuity and $516.97 tax. QuickBooks still has no Starr reception invoice in the searched 2025–2027 range. Calendar and the backup Sheet row remain financially blank. | Partial / pending | Use Create with ChatGPT to propose exactly one invoice from the sent final terms, surface the missing venue, timing, due date and payment-record details, and obtain Tammy's approval before creating the draft. Do not record the requested $5,229.97 check until a verified invoice exists. | |
| Abby Boyle / Wedding inquiry — June 5, 2027 | New WeddingWire lead · 175+ guests at Cedar Oaks Farm Abby asked for information about Grateful Fed's products and services. The complete lead confirms a June 5, 2027 wedding, 175+ guests, Cedar Oaks Farm, anboyle22@gmail.com and 309-966-6620. No matching Calendar event, QuickBooks record or Sheet row exists. | Action needed | Reply promptly, confirm the exact venue address, event timing, service style, menu priorities, dietary needs and budget, and offer a consultation before quoting or holding the date. | |
| Farmville Ducks Unlimited / Fuqua dinner — Mar. 12 or 13, 2027 | New referred lead · call requested Jimmy McDilda wants Grateful Fed to cater a dinner in Fuqua's Lower School Commons. The Fuqua Calendar blocks March 12–13, but the exact date, count, timing, menu, service and budget are not confirmed. | Action needed | Call Jimmy McDilda at 434-315-3435, confirm Friday March 12 or Saturday March 13 and gather the full event scope before quoting or invoicing. | |
Waiting on Customer
10 active| Customer / Event | Event Date | Status / Details | Next Action | Actions |
|---|---|---|---|---|
| Fuqua Lower School / Sixth-grade break snack — weekly date pending | weekly date pending | Tammy sent Jen the approved policy at 5:46 PM: continue existing break items such as chicken minis and croissant sandwiches; do not add bagels, donuts or biscuits as individual choices. A class-wide special may be considered with at least 12 of the same item. The 10:00 AM pickup day is still pending. | Wait for Jen or Mary to confirm the weekly day and whether sixth grade accepts the existing-item policy or requests a class-wide special meeting the 12-item minimum; do not add new à la carte items. | |
| Andrea Macleay / BCDES awards banquet — Sept. 19 | Sept. 19 | Tammy replied at 5:11 PM that full-service staffing is unavailable but offered delivery and buffet setup for 40–50 guests. Andrea was asked for the banquet time and location. No Calendar event, QuickBooks invoice or Sheet row is matched. | Wait for Andrea to confirm that delivery and setup will work and provide the exact time and location; then gather the menu, final count, budget, dietary, beverage and service details before quoting or creating records. | |
| Fuqua / Planned Giving Seminar — Sept. 29 | Sept. 29 | Jeff confirmed an estimated 30 guests, a 30–45 minute reception, speakers Monty Hargrove, Hannah Ramsey and Brad Watson, and three sandwich-style boxed meals with up to five held just in case. Development—Jeff and Tammy Frank—will pay; Tammy Frank must remain copied. H.G. Austin may help with curtains. The final three passed selections, cheese display, food cost, labor and staffing remain unconfirmed; no QuickBooks invoice is matched. | Ask the organizers to approve the final three passed selections and cheese display; contact H.G. about curtain help, then prepare the exact food-cost and staffing proposal for 30 guests plus up to five speaker sandwich boxes before any invoice is created. | |
| Danny Huskey / PEA Class of 1977 reunion — June 2027 | June 2027 | Tammy sent the menu materials and asked for the exact Saturday, guest count, timing and service format. Danny replied at 3:40 PM to thank her; the committee is now reviewing the options. Fuqua's Gee Price lunchroom has no June 2027 bookings, and no Calendar event or QuickBooks invoice is matched. | Wait for Danny's committee to reply with the exact Saturday, count, timing and service format; do not send another chase or create records before those details arrive. | |
| Michelle Walters / Golf Tournament — Sept. 17 | Sept. 17 | Tammy sent the verified $15-per-person boxed-lunch proposal at 1:58 PM: 70 lunches, $1,050 plus $20 delivery, $1,070 before tax. Sandwich counts remain pending; no Calendar event or QuickBooks invoice is matched. | Wait for Michelle's turkey, ham and vegetarian counts, timing and acceptance; create records only after confirmation. | |
| Della Davis / Christmas Luncheon — Dec. 18 | Dec. 18 | Tammy answered at 2:07 PM that a full pan is about 10 pounds or roughly 40 tenders and asked whether the proposed items are the whole meal so she can build a stronger dietary-safe menu and accurate total. | Wait for Della's complete menu and dietary guest count before pricing. | |
| Lucy Carter Smith / Oktoberfest — Oct. 10 | Oct. 10 | Tammy sent the $410 proposal at 2:23 PM for full pans of macaroni and cheese and scalloped potatoes, a 16-inch charcuterie platter, three dozen apple spice cakes and three dozen yeast rolls. | Wait for Lucy to approve the proposed combination and choose traditional or pumpkin-apple cakes. | |
| Taylor Melton / DCR 100th Anniversary — Sept. 10 | Sept. 10 | Taylor replied at 3:51 PM that she is confirming which menu option DCR wants and expects to answer by Monday, Aug. 31. Calendar confirms approximately 100 guests at Twin Lakes State Park and the known alpha-gal, gluten-free, vegetarian, vegan, mango-allergy and shellfish-allergy needs. No QuickBooks invoice or Sheet row is matched. | Wait through Monday, Aug. 31 for Taylor's promised menu direction. If no answer arrives, follow up Tuesday for the selected menu and final dietary counts before quoting. | |
| Charlanna Beirne / Wedding — Oct. 30, 2027 | Oct. 30, 2027 | Tammy sent the consultation-booking link at 12:45 PM after Charlanna confirmed The Barn at Pine View, 60–70 guests, an early-afternoon buffet with Caesar salad, steak, salmon and a possible cheese-ravioli vegetarian option, table beverage service and interest in Grateful Fed bartending. | Wait for Charlanna to book the consultation; then populate the full consultation brief before the call. | |
| Sarah Caldwell / Wedding — Sept. 19 | Sept. 19 | Tammy sent the revised final quote at 1:54 PM for 166 adults and 25 children: $10,671.49 event total, $5,149.25 deposit paid and $5,522.24 remaining. Sarah has not yet confirmed it. Calendar and the Sheet still carry the older 170-adult / 30-child scope and deposit-only figures; Calendar correctly remains yellow because invoice #1332 is only the paid deposit. | Wait for Sarah's explicit confirmation. Once received, update the operational record from the confirmed final scope and use the approval-gated invoice flow for the final balance; do not mark the event green or treat deposit invoice #1332 as whole-event payment. |
Upcoming This Week
Administrative exceptions only| Date | Customer / Event | Details | Financial Status | Actions |
|---|---|---|---|---|
| Sat, Aug 29 | Cecilia Moyer | 30 final guests · no dietary restrictions · 11:30 AM team arrival · noon meal · invoice #1493 sent with $740.11 due Action: Monitor the corrected invoice for payment and sync Calendar and Sheet to Paid only after QuickBooks confirms full payment. | Due / unpaid |
Follow Up
6 follow-ups| Customer / Event | Event Date | Status / Details | Next Action | Actions |
|---|---|---|---|---|
| Grateful Fed / All-employee powwow — Sept. 8 tentative | Sept. 8 tentative | The team bulletin says Tammy is considering Tuesday, Sept. 8 around 5:30 PM, but may need to adjust the time or use a Sunday afternoon. No final meeting time or matching Calendar event is verified. | Gather employee availability, choose the final meeting date and time, and add one Calendar event only after Tammy approves the schedule. | |
| Noah Reynolds / Longwood SHLS — Aug. 21 | Aug. 21 | Friday's event has passed, but invoice #1267 still has $1,367.50 due. | Confirm the event was completed as ordered, then collect the verified balance or record any dispute. | |
| Sasha St Johnson / Event — date pending | date pending | No response after Tammy's message about final slider and side choices; invoice #1442 remains open for $1,300. | Follow up today for the selections and payment plan. | |
| Barbara Wheeler / Buckingham Chamber Dinner — January | January | The January dinner proposal is still with the board. | Send a light-touch check-in asking whether the board needs anything else. | |
| Pregnancy Support Center / Donielle Yoder — Aug. 22 | Aug. 22 | Saturday's event record conflicts with paid invoice #1490: Donielle's thread names Concord Baptist, while Calendar and QuickBooks name Tammy Wingo at New Store Baptist. | Verify whether these were one completed event or two separate orders; correct the customer and venue only from confirmed evidence. | |
| Clara Benson / Blessing of the Bookbags — Aug. 22 | Aug. 22 | Saturday's paid invoice #1445 and working order say 75 guests, while the original intake says 100. | Confirm the final served count before making any post-event Calendar or billing correction. |
Potential Problems
12 flags| Customer / Event | Event Date | Issue | Action Required | Actions |
|---|---|---|---|---|
| Crystal Baker / Aug. 28 courthouse delivery · invoice #1502 Sheet amount mismatch | See details | QuickBooks confirms invoice #1502 is paid in full at $75.00 and Calendar is green. The Sheet status says Paid, but its Payment / Deposit Paid cell is $0.00 and Balance Due remains $75.00. | Leave the paid Calendar status unchanged. Correct the existing Zapier row's paid and balance amounts through the primary workflow; the backup refresh must not overwrite that row. | |
| LouAnn Dumminger / Aug. 26 chicken dinner Cash-sale reconciliation | See details | Tammy confirmed at 5:38 PM that LouAnn already paid Starr cash. Gmail verifies the one chicken dinner and delivery request, but the payment amount, approved delivery charge, tax treatment and final total are not documented, and QuickBooks has no matching invoice or sales record. The earlier internal suggestion to “invoice her 20” was a question, not an approved price. | Confirm the exact cash received from Starr and what was delivered, then record the correct taxable sale and payment in QuickBooks using verified product and delivery details. Do not assume the amount was $20 or create a duplicate customer or payment. | |
| Servpro / Fuqua kitchen cleaning — Aug. 20 estimate Vendor bill mismatch | Aug. 20 estimate | Servpro emailed invoice #3775 with a $2,544.32 balance due for Fuqua kitchen cleaning, but the attached six-page document is labeled an hourly estimate and says the amount may change with actual cleaning time. QuickBooks A/P Aging Detail shows no outstanding Servpro bill or vendor payable as of Aug. 26, so approval, final amount and accounting status are not verified. | Review the Servpro work authorization and actual hours, confirm whether $2,544.32 is an approved final bill or only an estimate, and reconcile it in QuickBooks before payment. Do not pay or record a final expense from the email alone. | |
| Fuqua Dining payroll — Sept. 7 pay date Payroll | Sept. 7 pay date | QuickBooks confirms the current weekly pay period is Aug. 23–29 with a Sept. 7 pay date. Because Sept. 7 is a non-banking day, the submission deadline was moved. The reminder names 13 employees, while the active weekly pay schedule reports 15 active employees; the email does not state the new deadline. | Open QuickBooks Payroll today, confirm the exact adjusted submission deadline, and reconcile the 13 named employees against the 15 active employees before submitting payroll. Do not omit or add an employee without verifying the current payroll roster. | |
| Google OAuth client scheduled for deletion System access | See details | Google Developers says the OAuth client in project “emails-labels-etc-info” has been inactive for at least five months and will be deleted in 30 days unless it is used. Deletion could affect an older Google sign-in or mailbox-label workflow if that client is still required. | Open Google Cloud Console and identify exactly what uses this OAuth client. If it still supports an active Grateful Fed workflow, exercise the approved sign-in or token flow before Sept. 25; if it is obsolete, document that no action is needed and allow deletion. | |
| Pregnancy Support Center event may be misidentified Post-event source conflict | See details | Donielle Yoder's thread says Concord Baptist and still awaited approval, address, time and final count. Calendar and paid invoice #1490 instead say Tammy Wingo at New Store Baptist. The identical date, menu, count and $335 total suggest a possible match, but the customer and venue disagree; do not merge without verification. | Verify and resolve this post-event source conflict using only reconciled source evidence. | |
| Clara Benson: 75 versus 100 Post-event count | See details | Paid invoice #1445 and the working order are for 75; the original intake says 100. Confirm the final served count before any post-event Calendar or billing correction. | Verify and resolve this post-event count using only reconciled source evidence. | |
| DHRM says card information is attached in eVA Payment workflow | See details | QuickBooks invoice #1466 still has $425.00 due. Confirm the authorized secure eVA workflow; do not ask the customer to transmit card information by ordinary email. | Verify and resolve this payment workflow using only reconciled source evidence. | |
| 28 QuickBooks invoices remain open Financial | See details | QuickBooks shows $24,048.11 outstanding. Future-dated invoice #1384 remains open at $6,054.99. Tammy Franklin #1373 is now paid and excluded. | Verify and resolve this financial using only reconciled source evidence. | |
| Ashley Long / Faculty snack — Sept. 1 Fulfillment / invoice mismatch | Sept. 1 | QuickBooks invoice #1504, Calendar and the Sheet now agree on one $50 cheese-danish order at 2:00 PM. Ashley's newest reply asks whether Tracey usually picks these up and notes that no delivery charge appears, while Calendar and the invoice line both say drop-off. Pickup versus delivery and any fee remain unresolved. | Reply with the verified fulfillment method. If delivery is intended, confirm the approved delivery charge before changing invoice #1504; if pickup is intended, correct the stale drop-off wording. Do not guess or duplicate the invoice. | |
| Rachel Herndon / Aug. 27 pickup · invoice #1500 Sheet amount mismatch | See details | QuickBooks confirms invoice #1500 is paid in full at $200.07 and Calendar is green. The Sheet status says Paid, but its Payment / Deposit Paid cell is $0.00 and Balance Due remains $200.07. | Leave the paid Calendar status unchanged. Correct the existing Zapier row's paid and balance amounts through the primary workflow; the backup refresh must not overwrite that row. | |
| Nora Bibey / Aug. 30 event · invoice #1499 Sheet amount mismatch | See details | QuickBooks confirms invoice #1499 is paid in full at $1,069.79 and Calendar is green. The Sheet status says Paid, but its Payment / Deposit Paid cell is $841.41 and Balance Due remains $228.38. | Leave the paid Calendar status unchanged. Correct the existing Zapier row's paid and balance amounts through the primary workflow; the backup refresh must not overwrite that row. |
Money to Collect
QuickBooks · 28 invoices · $24,048.11| Customer | Event | Invoice # | Amount Due | Status / Action | Actions |
|---|---|---|---|---|---|
| Meghan Foubare | Oct 18 | #1384 | $6,054.99 | Due Oct 18. Collect or reconcile the verified $6,054.99 balance for invoice #1384; do not mark it paid until QuickBooks confirms full payment. | |
| Farmville Rotary Club | Sep 11 | #1503 | $450.00 | Due Sep 11. Collect or reconcile the verified $450.00 balance for invoice #1503; do not mark it paid until QuickBooks confirms full payment. | |
| Ashley Long | Sep 8 | #1504 | $50.00 | Due Sep 8. Collect or reconcile the verified $50.00 balance for invoice #1504; do not mark it paid until QuickBooks confirms full payment. | |
| Rachel Baber | Sep 17 | #1165 | $2,286.00 | Due Sep 17. Collect or reconcile the verified $2,286.00 balance for invoice #1165; do not mark it paid until QuickBooks confirms full payment. | |
| Molly Webb | Mar 25 | #1298 | $2,157.50 | Due Mar 25. Collect or reconcile the verified $2,157.50 balance for invoice #1298; do not mark it paid until QuickBooks confirms full payment. | |
| Noah Reynolds | Jul 30 | #1267 | $1,367.50 | Due Jul 30. Collect or reconcile the verified $1,367.50 balance for invoice #1267; do not mark it paid until QuickBooks confirms full payment. | |
| Erin Small | Jul 20 | #1441 | $1,350.00 | Due Jul 20. Collect or reconcile the verified $1,350.00 balance for invoice #1441; do not mark it paid until QuickBooks confirms full payment. | |
| Sasha St Johnson | Jul 20 | #1442 | $1,300.00 | Due Jul 20. Collect or reconcile the verified $1,300.00 balance for invoice #1442; do not mark it paid until QuickBooks confirms full payment. | |
| South Central District Garden Club | Oct 15 | #1496 | $1,249.90 | Due Oct 15. Collect or reconcile the verified $1,249.90 balance for invoice #1496; do not mark it paid until QuickBooks confirms full payment. | |
| Natalie Konicki | Sep 6 | #1254 | $1,154.11 | Due Sep 6. Collect or reconcile the verified $1,154.11 balance for invoice #1254; do not mark it paid until QuickBooks confirms full payment. | |
| Maddy Deskins | Oct 1 | #1336 | $1,042.00 | Due Oct 1. Collect or reconcile the verified $1,042.00 balance for invoice #1336; do not mark it paid until QuickBooks confirms full payment. | |
| James River Association | Sep 26 | #1495 | $760.00 | Due Sep 26. Collect or reconcile the verified $760.00 balance for invoice #1495; do not mark it paid until QuickBooks confirms full payment. | |
| Marie Helene Godin | Aug 21 | #1485 | $745.00 | Due Aug 21. Collect or reconcile the verified $745.00 balance for invoice #1485; do not mark it paid until QuickBooks confirms full payment. | |
| Cecilia Moyer | Aug 29 | #1493 | $740.11 | Due Aug 29. Collect or reconcile the verified $740.11 balance for invoice #1493; do not mark it paid until QuickBooks confirms full payment. | |
| Cam Patterson | Aug 17 | #1477 | $570.00 | Due Aug 17. Collect or reconcile the verified $570.00 balance for invoice #1477; do not mark it paid until QuickBooks confirms full payment. | |
| Farmville Rotary Club | Sep 4 | #1489 | $450.00 | Due Sep 4. Collect or reconcile the verified $450.00 balance for invoice #1489; do not mark it paid until QuickBooks confirms full payment. | |
| Farmville Rotary Club | Aug 28 | #1479 | $450.00 | Due Aug 28. Collect or reconcile the verified $450.00 balance for invoice #1479; do not mark it paid until QuickBooks confirms full payment. | |
| Farmville Rotary Club | Jul 31 | #1447 | $450.00 | Due Jul 31. Collect or reconcile the verified $450.00 balance for invoice #1447; do not mark it paid until QuickBooks confirms full payment. | |
| Zain Afzal, DHRM | Aug 7 | #1466 | $425.00 | Due Aug 7. Collect or reconcile the verified $425.00 balance for invoice #1466; do not mark it paid until QuickBooks confirms full payment. | |
| David Bruce | Aug 11 | #1467 | $350.00 | Due Aug 11. Collect or reconcile the verified $350.00 balance for invoice #1467; do not mark it paid until QuickBooks confirms full payment. | |
| Tracey Jarrett | May 2 | #1333 | $151.25 | Due May 2. Collect or reconcile the verified $151.25 balance for invoice #1333; do not mark it paid until QuickBooks confirms full payment. | |
| Cam Patterson | Jan 22 | #1221 | $145.98 | Due Jan 22. Collect or reconcile the verified $145.98 balance for invoice #1221; do not mark it paid until QuickBooks confirms full payment. | |
| Marie Helene Godin | Aug 21 | #1486 | $144.00 | Due Aug 21. Collect or reconcile the verified $144.00 balance for invoice #1486; do not mark it paid until QuickBooks confirms full payment. | |
| Cam Patterson | Jun 17 | #1415 | $78.98 | Due Jun 17. Collect or reconcile the verified $78.98 balance for invoice #1415; do not mark it paid until QuickBooks confirms full payment. | |
| Sarah Price | Apr 29 | #1367 | $58.40 | Due Apr 29. Collect or reconcile the verified $58.40 balance for invoice #1367; do not mark it paid until QuickBooks confirms full payment. | |
| Cam Patterson | Aug 6 | #1465 | $33.69 | Due Aug 6. Collect or reconcile the verified $33.69 balance for invoice #1465; do not mark it paid until QuickBooks confirms full payment. | |
| Stephen Forrest | Jul 1 | #1426 | $16.85 | Due Jul 1. Collect or reconcile the verified $16.85 balance for invoice #1426; do not mark it paid until QuickBooks confirms full payment. | |
| Cam Patterson | Dec 4 | #1157 | $16.85 | Due Dec 4. Collect or reconcile the verified $16.85 balance for invoice #1157; do not mark it paid until QuickBooks confirms full payment. |
New Business
11 inquiries| Lead / Customer | Event Date | Details | Next Action | Actions |
|---|---|---|---|---|
| Julia Curcio / Wedding — Oct. 1, 2027 | Oct. 1, 2027 | New The Knot inquiry for 75 guests in Goode. Julia requested wedding catering, late-night bites, and bartending service with customer-provided alcohol. No matching Calendar event or QuickBooks invoice was found. | Reply with availability guidance and gather the exact venue, timing, service style, menu direction, late-night-bite plan, bar requirements, budget, dietary restrictions, rentals, staffing expectations, and consultation availability before quoting. | |
| Betsy Rothenberger / Tailgate — Sept. 5 | Sept. 5 | New direct catering inquiry for 20 guests. Betsy requested five pounds each of beef and chicken taco meat plus Mexican appetizers. No matching Calendar event or QuickBooks invoice was found. | Reply with availability guidance and confirm pickup or delivery location, ready time, service or packaging needs, dietary restrictions, and quantities before quoting. | |
| Joanne Davis / Union Hill Baptist Church wedding — Oct. 29 | Oct. 29 | New WeddingWire inquiry for 20 guests at Union Hill Baptist Church. No matching Calendar event or QuickBooks invoice was found. | Respond with the wedding-service overview and confirm the venue address, service style, timing, menu, final count, budget, dietary, beverage, rental, and consultation details. | |
| Erick Escobar / Wedding — June 12, 2027 | June 12, 2027 | New WeddingWire inquiry for 75–125 guests. Erick requested information about Grateful Fed products and services; no completed response was found. | Respond with the wedding-service overview and ask for the venue, exact guest count, service style, budget, dietary needs, bar or rental needs, and consultation availability. | |
| Caroline & Neil Hunter / Wedding — May 29, 2027 | May 29, 2027 | Consultation is booked for Monday, Sept. 7 from noon to 12:30 PM. Calendar confirms Salem Chapel and Event Venue, 70–90 guests, cocktail-hour cheese, crackers, fruit and ham-and-cheese sliders, a buffet-style pasta-bar reception, and interest in bartending with a few signature cocktails. No verified QuickBooks customer, invoice, contract, deposit, wedding Calendar event or Sheet row is matched. | Prepare from the expanded consultation brief before Sept. 7 at noon; during the call, confirm the complete timeline, final count, venue access, menu quantities, service, budget, dietary needs, rentals, staffing, bar responsibilities and booking terms before quoting or creating records. | |
Caroline & Neil Hunter consultation brief Summary: May 29, 2027 Salem Chapel wedding; consultation Sept. 7 at noon; current range 70–90 guests. Confirmed: Cocktail-hour cheese, crackers, fruit and ham-and-cheese sliders; buffet pasta bar; bartending and signature-cocktail interest. Missing / tentative: Final count, timeline, venue access and bar rules, exact quantities, budget, dietary needs, staffing, rentals, tax, gratuity, deposit and contract. Ranked questions: 1) Complete timeline? 2) Final count and budget? 3) Final menu and quantities? 4) Service, rentals and dietary needs? 5) Alcohol and bar ownership? Financial / contract: No verified proposal, contract, deposit, invoice, wedding Calendar event or Sheet row is matched. Next: Tammy owns preparation before the call and must approve exact scope and customer identity before financial records are created. | ||||
| MaryBeth Brown / Wedding — May 15, 2027 | May 15, 2027 | New The Knot lead for 151–200 guests in Fincastle. MaryBeth asked whether Grateful Fed is available and what packages are offered; no matching Calendar event or QuickBooks record was found. | Reply promptly with the consultation-first process and gather the exact venue, count, timeline, service style, menu, budget, dietary, rental and bar details before discussing a source-supported package or quote. | |
| eVA / Catering Services IFB 127154-0 | See details | A new catering-services solicitation was found in recent Trash. The notification identifies IFB #11-27-LB / 127154-0 but does not include the buyer, scope, dates, requirements or deadline. | Open the solicitation in eVA today, capture every requirement and deadline, and make a bid/no-bid decision before preparing a response. | |
| Taylor Melton / DCR 100th Anniversary — Sept. 10 | Sept. 10 | Approximately 100 guests at Twin Lakes State Park with alpha-gal, gluten-free, vegetarian, vegan, mango-allergy and shellfish-allergy needs. Taylor replied that she expects to confirm DCR's menu choice by Monday, Aug. 31. No QuickBooks invoice or Sheet row is matched. | Wait through Monday for the promised menu direction; if no answer arrives, follow up Tuesday for the selected menu and final dietary counts before preparing an exact quote. | |
| Abby Boyle / Wedding — June 5, 2027 | June 5, 2027 | WeddingWire lead for 175+ guests at Cedar Oaks Farm. No Calendar event, QuickBooks record or Sheet row is matched. | Reply and qualify the exact venue address, timing, service style, menu priorities, dietary needs and budget; then offer a consultation before quoting. | |
| Charlanna Beirne / Wedding — Oct. 30, 2027 | Oct. 30, 2027 | The Barn at Pine View; 60–70 guests; early-afternoon buffet; consultation link sent. No Calendar event or QuickBooks record is matched. | Wait for the consultation booking, then prepare the source-grounded consultation brief. | |
| Farmville Ducks Unlimited / Fuqua dinner — Mar. 12 or 13, 2027 | Mar. 12 or 13, 2027 | Jimmy McDilda requested a call about catering at Fuqua's Lower School Commons. Calendar holds both possible dates; no invoice is matched. | Call Jimmy and confirm the exact date and scope before quoting. | |
Resolved / Cleared
Quiet recordShow 21 cleared items and shared Done area
| Item | Verified resolution |
|---|---|
| Jody Gunn / Bettie Mitchell | 11:20 AM pickup · 17 boxed lunches · invoice #1481 paid |
| Susan Cottrell | Noon setup · 15 guests · gluten-free meal noted · invoice #1462 paid |
| Sarai Blincoe / Jody Gunn | 12:15 PM setup · 18 final guests · vegan plate · invoice #1492 paid |
| Melissa DiGiorgio | Delivery before 2:00 PM · 201 High Street, Rotunda, second floor, room 226 · invoice #1488 paid |
| Marsha — Graduate Orientation | 1:00 PM meal · Allen Hall 101 · invoice #1402 paid |
| Donna VanCleave | Aug. 22 pickup at 11:30 AM · 80-person funeral lunch · invoice #1497 paid |
| Shelby Rolle | Aug. 29 pickup · invoice #1498 paid |
| Sherre Oke / Community Prayer Breakfast | Sept. 1 delivery and setup · invoice #1494 paid in full · Calendar financial summary corrected |
| Cindy Elliott / Longwood event — Sept. 22 | Invoice #1461 paid in full · $835.00 final total including $139.00 gratuity · Calendar financial status corrected to green |
| Jenn Kinne / Aug. 26 pickup | Calendar description now confirms Aug. 26 · separate Sept. 26 event retained · invoice #1440 paid in full |
| Nora Bibey / Tracy Bybee beverage question | Tammy confirmed the corrected invoice is accurate · Grateful Fed supplies sweet tea, unsweet tea and lemonade · Calendar updated · invoice #1499 paid in full |
| Cecilia Moyer final-detail conflict | Aug. 29 and 30 guests are confirmed by the corrected invoice sent to Cecilia · Calendar updated with 11:30 AM arrival, noon meal and $740.11 due |
| Rachel Herndon / Aug. 27 noon pickup | QuickBooks confirms invoice #1500 is paid in full at $200.07. Calendar is green and the Sheet Financial Status is Paid. |
| Kimberly Belcher / Sept. 5 delivery | QuickBooks confirms invoice #1501 is paid in full at $891.89, including $81.08 gratuity. Calendar is green and the Sheet Financial Status is Paid. |
| Jasen Pfuntner / Mission Roll Call | Tammy held the confirmed 70-person count, Jasen selected the Garden Morning Table, and paid invoice #1487 remains unchanged. The Sheet now carries the complete breakfast menu. |
| Whitney Drew / Farmers Bank — Aug. 26 | Customer confirmed 223 Main Street, Appomattox. Tammy confirmed 11:30 AM arrival for a noon meal; invoice #1469 remains paid in full. |
| Sharyn Bobb | Aug. 22 dessert pickup · invoice #1484 paid in full · no current administrative exception remains |
| Farmville Rotary Club / Aug. 27 lunch | Calendar, QuickBooks invoice #1503 and the existing Sheet row are now uniquely matched to the same 30-person lunch. Calendar now records the $450 balance due Sept. 11; no payment color or Sheet financial status changed. |
| Tammy Franklin / Rehearsal Dinner — Sept. 18 | QuickBooks recorded the final $2,675.65 payment on Aug. 27. Invoice #1373 is paid in full; Calendar is green and the Sheet says Paid. |
| Zoë Nash / New team member | The interview is complete and the Aug. 28 team bulletin welcomes Zoë Nash to the Grateful Fed team. |
| Fuqua / Evans Gee Price rental — Sept. 11–12 | Fuqua updated its rental agreement, reserved both days and confirmed zero kitchen access. |
SHARED WORKING CHECK-OFFS
Done across devices
Items marked done will move here for everyone. Undo returns them to their original section.
Top 5 Priorities Today
Ranked by urgency and impact| Rank | Customer / Event | Exact Action | Status | Actions |
|---|---|---|---|---|
| #1 | Teresa Stewart / Aug. 28 order | Confirm the ready time, pickup or delivery method, contact details and payment method before today's pineapple-salsa order is fulfilled. | Action needed | |
| #2 | Crystal Baker / Aug. 28 courthouse delivery | Confirm today's delivery time and day-of contact; invoice #1502 is paid in full, but Calendar still says Time: TBD and the existing Sheet row's paid and balance amounts are stale. | Action needed | |
| #3 | Ashley Long / Sept. 1 faculty snack | Confirm pickup versus drop-off and whether a delivery charge belongs on invoice #1504 before the $50 order is fulfilled or the invoice is changed. | Action needed | |
| #4 | Grateful Fed / Sept. 4–5 all-hands weekend | Collect availability and Nellysford lodging preferences, then publish the final split-team roster, call times, event leads and transportation plan. | Action needed | |
| #5 | Starr & Trey / Sept. 12 wedding | The $5,229.97 final reception balance has been sent to the customer, but QuickBooks still has no matching reception invoice. Prepare exactly one source-grounded invoice draft for Tammy's approval before any check is recorded. | Action needed |