📱 How to Use Atlas for Bookkeeping
"Log this expense: [vendor] $[amount] for [project]" → Atlas logs it, categorizes it, and routes to Carol's monthly packet.
"What have we spent on Thaxton so far?" → Instant breakdown by vendor/category.
"Forward invoice to Carol" → Atlas routes with context and project coding.
"What invoices are outstanding?" → Full queue with aging and status.
Carol Kern handles all QuickBooks entries and formal bookkeeping. Atlas's role is to:
- Capture every invoice and expense as they come in
- Categorize by project and expense type (soft costs, legal, engineering, etc.)
- Prepare monthly packet for Carol — organized, coded, with backup docs
- Flag anything unusual or unexpected before it goes to Carol
- Track what's been billed, what's pending, what's overdue
📱 To route to Carol: "Forward [invoice] to Carol for [project] — [category]"
🏢 Entity Cash Snapshots — March 2026
🤖 Estimated · Confirm with Carol
Capital Committed$522K (Kohlenberg)
Capital Committed$6.65M (Thaxton land)
Soft Costs YTD~$57K
Open Invoices3 outstanding
QBO StatusCarol managing
Capital CommittedTBD (Mayfair JV)
Soft Costs YTD~$12K
Open InvoicesNone known
Entity FormedMar 11, 2026
QBO StatusSetup needed
Belmont Sale ProceedsFeb 24, 2026 ✓
Wire RecallIn progress
Preakness Deposit$50K received ✓
Lots 2+4 MarketingCosts TBD
QBO StatusCarol managing
📥 Invoice & Payment Queue
🤖 March 31, 2026 — Add via Telegram
⚠️ Outstanding — Action Needed
Mahoney Engineering — Concept Plans CP1-CP4
Thaxton
$45,000
Pending
Kutak Rock — PSA review + amendments
Thaxton
~$12,000
Est. — confirm
Feasibility Extension Deposit (if GO decision)
Thaxton
$10,000
Pending GO/WALK
✅ Recently Paid
Belmont Closing Costs (Stewart Title)
HSRE
Settled
Paid Feb 24
💰 Soft Cost Tracker — Active Projects
🤖 March 31, 2026 · Estimates — confirm with Carol
| Project | Category | Vendor | Budget | Actual | Status |
|---|
| Thaxton |
Engineering |
Mahoney Engineering |
$75,000 |
$45,000 |
Pending |
| Thaxton |
Legal |
Kutak Rock |
$25,000 |
~$12,000 |
Est. |
| Thaxton |
PSA Extension |
Seller |
$10,000 |
$0 |
Pending GO |
| Kohlenberg |
Survey (ALTA+Topo) |
TBD |
$25,000 |
$0 |
Pending auth |
| Kohlenberg |
Legal (JV) |
Kutak Rock |
$50,000 |
$0 |
Not started |
| Mayfair |
Legal (JV) |
Kutak Rock |
$35,000 |
~$8,000 |
In progress |
| Dallas |
Due Diligence |
TBD |
TBD |
$0 |
Early stage |
| TOTAL TRACKED |
$220,000+ |
~$65,000 |
|
📬 Monthly Packet for Carol Kern
April 2026 Packet — Due 1st of month
Atlas auto-prepares Carol's monthly packet including:
- All invoices received during the month — coded by entity + project + category
- Payments made vs outstanding
- Capital contributions and distributions (if any)
- Any unusual items or questions flagged for Carol
- Backup documents linked (PDF invoices filed to OneDrive)
📱 Trigger early: "Prepare April bookkeeping packet for Carol"
Priority items:
1. Mahoney Engineering invoice ($45K) — confirm amount and route to Carol for BBM Thaxton
2. Wire recall (South State Bank) — confirm resolution and record correctly in HSRE books
3. JAK Development Group — entity is new (formed Mar 11). Carol may need to set up QBO file for JAK separately.
4. Kohlenberg survey authorization — once approved, this becomes first BBM Kohlenberg expense. Log immediately.
Reminder: The disposition fee structure (1% gross) needs to be tracked separately from project expenses. Carol should know this is BBM's fee income — not a project cost.