Contractor weeks, before and after we sort them

Sample examples, built from made-up contractors, of email chaos turned into organized, money-finding Rundowns. This is what you get every Monday.

HVAC Finding Hidden Money

📥 What Ricky Sent Us

From: Ricky Savard Subject: stufffff hey so my wife told me i need to send u guys evrything so here goes lol last week i did a furnace install at 44 rue Dumas in aylmer for a guy named Vaillancourt. luc-andré vaillancourt. took me and cody 2 days. its a lennox SL280 variable speed. i quoted him $4,800 installed but i forgot to add the ductwork modification so i ate that cost. whatever. he hasnt paid yet. also i have like 6 receipts from last week il try to find them today

From: Ricky Savard Subject: fwd stuff [Photo of sticky note from dashboard] "Brassard - warranty board Picard - duct cleaning feb? St-Pierre condo - thermostat acting up Dumas furnace - balance owing?? remember to call TSSA" the dumas one - wait is there money owing on the dumas job from before? not the vaillancourt one, a different job from like october. i think it was $1,200 and i never got paid??? ugh. the customer name is... i wanna say Robert something. i have no record of this.

From: Ricky Savard Subject: receipts i promised ok here we go. attached 4 photos. one is from rona i think its for the dumas job. one is from lennox supply but i dont remember which job. two are from tim hortons lol. also i found one more in my glove box from home depot but i cant tell if its for work or personal. its $84. anyway thats what i got

From: Ricky Savard Subject: one more thing forgot to mention. the brassard warranty thing - the board has been down since december. i told him id look at it in january and then january happened. he hasnt called back yet but i should probably reach out before he does. also i think i might have quoted someone in hull last month for a furnace swap and i never followed up. name might have been gauvreau? i have no paperwork for it.

From: Cody (apprentice) Subject: re: dumas job hours hey ricky said to send you my hours for last week. monday 7am to 5:30pm dumas job. tuesday same. thats it for billable. wednesday i was sick. thursday and friday i was on the picard duct cleaning but ricky said thats not a billed job yet

📋 What Ricky Got Monday

💰 Money — Who Owes You and What to Bill

Item	Amount	Status
Luc-André Vaillancourt — Furnace install, 44 rue Dumas	$4,800	Not paid yet (your email). No invoice copy sent to us: confirm it went out.
Picard — Duct cleaning	Not stated	Cody worked Thu + Fri on it. Not billed yet. Bill when it's done?
"Robert something" — Dumas job, October	~$1,200 (your guess)	⚠️ No record sent to us. Flagged, not guessed.
Gauvreau? — Furnace swap quote, Hull	Not stated	Quote never followed up. No paperwork.

From a sticky note and "i think it was $1,200", we flagged a possible unpaid job from October. There's no name or invoice on file, so nothing was drafted to send. Find the invoice first; we'll draft the reminder email once you have it.

🔴 Top Actions This Week

Vaillancourt ($4,800) — confirm the invoice went out. Reminder email drafted below.
Brassard warranty board — down since December, and you said you'd look at it in January. Message drafted below.
October Dumas job (~$1,200) — find the customer's name and invoice before anything goes out.
Gauvreau (Hull) — find the furnace swap quote, or call to follow up.
TSSA — "remember to call TSSA" is on your sticky note. No reason given, so we flagged it.

✉️ Drafts for You to Review and Send

To: Luc-André Vaillancourt (address not sent to us)
Re: Furnace install — 44 rue Dumas

Hi Luc-André, thanks again for having us in for the furnace install. Just a reminder that the $4,800 balance is still outstanding. Let me know if you have any questions. Thanks, Ricky — Brightcoil Heating

Send only once you've confirmed the invoice went out.

To: Brassard (number not sent to us)
Re: Warranty board

Hi, it's Ricky from Brightcoil Heating. Sorry for the delay on your furnace board. I'd like to come take a look this week. What day works for you?

📅 Schedule and Job Prep

Picard — duct cleaning: sticky note says "feb?" but Cody was on it Thu + Fri. Confirm what's left.
St-Pierre condo — thermostat acting up: could be warranty, could be new work. Call to find out.
Cody's hours last week: Mon + Tue Dumas (7am–5:30pm), Wed sick, Thu + Fri Picard.

🧾 Receipts

4 photos received:
Rona — you think it's the Dumas job. Confirm.
Lennox Supply — job not known. Which job?
Tim Hortons ×2 — meals.
Home Depot, $84 (glove box) — mentioned, not attached. Work or personal? Send a photo if it's work.
You mentioned 6 receipts; 4 photos came in. Send the rest when you find them.

🔄 Open Loops — Waiting On

Luc-André Vaillancourt — $4,800 payment
October Dumas job — customer name and invoice
Brassard — reply on a visit day
Gauvreau — quote status
TSSA — call pending

Painting Crisis? We've Got a Plan.

📥 What Marie-Claire Sent Us

From: Marie-Claire Bouchard Subject: Can I cry in a professional email Dr. Whitlock just called and asked why the reception area isn't done yet. I told her I've been working on the yoga studio accent walls (WHICH SHE ASKED ME TO PRIORITIZE). She said "I expected you to be further along." I am one person. I am painting a 4,000 sq ft commercial space by myself because I can't afford to hire help on a job I'm already losing $10,000 on.

From: Marie-Claire Bouchard Subject: Final thoughts Financials this week: Total spent: $3,434.40 Total invoiced: $0 (!!!) Total collected: $0 (!!!) I need that $4,500 milestone invoice like I need oxygen.

From: Marie-Claire Bouchard Subject: receipts and hours ok here's my week. spent $1,840 at benjamin moore on the accent wall paints. $312 home depot. $96 parking across the week. also i paid a sub $820 cash to do the sheen prep on the lobby ceiling - he doesnt have an invoice so i just have the etransfer receipt. i worked 68 hours this week. i know.

From: Marie-Claire Bouchard Subject: the ashdown lead so i got a referral from a client last month - ashdown residence in westboro. 4 bed house full interior repaint. they called me twice and i havent called back because ive been drowning. i know i know. i think it was like $22-25k job. please remind me to deal with this

From: Marie-Claire Bouchard Subject: dr whitlock called again she asked about the colour for the reception area and why i didnt get her sign-off before starting. i showed her the approved sample board she signed in november. she says she doesnt remember signing it. i have the photo of it. i dont know what to do with this woman

📋 What Marie-Claire Got Monday

🔴 Top Actions — Crisis Mode (But Fixable)

#1: Send the $4,500 milestone invoice — MONDAY MORNING
Email drafted below. Confirm which milestone it covers, then send.
#2: Call Ashdown back — they've called twice
4-bed full interior repaint in Westboro. Your guess: $22–25K. No quote written yet. Message drafted below.
#3: Reply to Dr. Whitlock
You have a photo of the sample board she signed in November. Email drafted below.

✉️ Draft Email — Milestone Invoice

To: Dr. Whitlock
Subject: Invoice — [milestone]

Dr. Whitlock,

Please find attached the invoice for [milestone]: $4,500 [+ HST].

Thank you,
Marie-Claire

Fill in the milestone, HST and terms before sending.

💡 Flagged

Your receipts don't add up to your total. You said $3,434.40 spent this week. The receipts you listed add to $3,068.00. $366.40 isn't accounted for.
The colour sign-off is disputed. Dr. Whitlock says she doesn't remember signing. Keep the photo of the signed board with this job.

💰 Money This Week

Item	Amount	Status
Dr. Whitlock — milestone invoice	$4,500	Not invoiced yet. Draft ready.
Ashdown residence — interior repaint (lead)	~$22–25K (your guess)	No quote yet. Call back.
Spent this week (your total)	–$3,434.40	$366.40 missing a receipt
Invoiced / collected this week	$0 / $0	From your email

✉️ Drafts for You to Review and Send

To: Dr. Whitlock
Subject: Reception area colour

Hi Dr. Whitlock, following up on our call. I've attached a photo of the colour sample board for the reception area, signed in November. I've been working on the yoga studio accent walls first, as you asked. The reception area is next, and I'll send you a timeline by [day].

To: Ashdown residence (number not sent to us)

Hi, it's Marie-Claire. Sorry for the slow reply. I'd love to come see the house and quote the interior repaint. What day works for you this week?

🧾 Receipts — $3,068.00 Listed

Item	Amount	Note
Benjamin Moore — accent wall paints	$1,840.00	Materials
Home Depot	$312.00	What was it for?
Parking (across the week)	$96.00	Travel
Sub — sheen prep, lobby ceiling (cash/e-transfer)	$820.00	No invoice. Keep the e-transfer receipt for your accountant.

Hours: 68 this week (your email).

🔄 Open Loops

Milestone invoice — send Monday, then watch for payment
Ashdown residence — call back
Dr. Whitlock — reply on colour and timeline
$366.40 — missing receipt(s)

Electrical 6 Employees, 3 Job Sites, 1 Inspection

📥 What Walt's Son Sent Us

From: Walt Dembinski Subject: nolan here - algonquin update brandon still sick. so its just me serge and otis on algonquin today. we're behind. the junction box labeling for tssa inspection - i started on it but theres like 140 boxes across 3 floors. that means trainyards fit-up cant start until friday at earliest. the tenant is already asking when we're coming.

From: Walt Dembinski Subject: payroll this week tessa has the hours but here's what i know. nolan is salaried. otis did 44 hours at $38. serge did 44 at $36. brandon only did 36 cause he was out thursday friday. tessa did her 20 admin hours. let me know if you need anything else for the payroll summary

From: Otis Kavanagh Subject: service calls done hey walt told me to forward this. did the salon on richmond today - replaced a breaker panel section, $900 parts $700 labour. then did the church on carling - just a tripped breaker, no charge but they want a full inspection quote. ill leave that for you to follow up. both collected same day.

From: Tessa Rowntree Subject: algonquin phase 2 note hi, the algonquin building manager called again asking about phase 2 timing. i told him walt would follow up this week. also the anil mehra from trainyards called - just wanted to know when we start. i said monday. hope thats right. invoices from last week are ready for your review when you get a minute.

📋 What Walt & Nolan Got Monday

⚠️ Sort This Out First

Tessa told Anil Mehra (Trainyards) you start Monday. Nolan says Trainyards can't start until Friday at the earliest. Pick the start date, then send Anil the draft below.

📅 This Week, From What You Sent

Job	Crew	Notes
Algonquin	Nolan, Serge, Otis	Behind. ~140 junction boxes across 3 floors to label before the inspection. Inspection date not sent to us.
Trainyards fit-up	Not set	Friday at the earliest (Nolan) vs. Monday (Tessa).
Church on Carling	—	Wants a full inspection quote. Follow up.

Brandon is out sick, return date unknown.

💰 Payroll Hours — 3 Rates Missing

Name	Rate	Hours	Total
Nolan (foreman)	Salary	—	Not sent
Otis Kavanagh	$38/hr	44	$1,672
Serge Lafleur	$36/hr	44	$1,584
Brandon Okafor	Not sent	36	—
Tessa Rowntree (admin)	Not sent	20	—

🔴 Top Priorities

Trainyards start date — decide it, then send Anil the draft below.
Algonquin labelling — ~140 boxes, crew short. Confirm the inspection date.
Algonquin Phase 2 — the building manager called again. Tessa said Walt would follow up this week. Draft below.
Last week's invoices — Tessa has them ready for your review.

💰 Money

Job	Amount	Status
Salon on Richmond — breaker panel section	$1,600 ($900 parts + $700 labour)	Collected same day ✅
Church on Carling — tripped breaker	No charge	Inspection quote requested
Last week's invoices	Not sent to us	Ready for your review (Tessa)

✉️ Drafts for You to Review and Send

To: Anil Mehra (Trainyards tenant)
Subject: Trainyards fit-up — start date

Hi Anil, thanks for checking in. I'm confirming our start date for the fit-up and will get back to you by [day] with a firm date. Any questions, call Nolan directly at [number].

To: Algonquin building manager
Subject: Phase 2 timing

Hi, following up on your call about Phase 2. Could we set a time this week to talk through timing?

🔄 Open Loops

Anil Mehra — firm start date
Algonquin — inspection date
Algonquin Phase 2 — follow-up call
Church on Carling — inspection quote
Brandon — return date
Pay rates for Brandon and Tessa, and Nolan's salary amount

This could be your Monday morning.

Stop digging through emails at 10 PM. Send us your mess — we'll send you a plan.

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