Build STR Reimbursement Tracking Ledger for Mildred
Codified from Gmail draft
19dc111d8154701a· Apr 24 2026
Honest answer first
You committed this to Mildred in the Apr 24 status email.
Build it before next Friday or it falls through and Mildred is stuck.
Time: 90 min build + 15 min/month thereafter.
This is also the prototype for your broader "Mildred dashboard."
Step 1 — Create the sheet (15 min)
- Google Drive →
/Hook Street/02. STR Properties/ - New Sheet:
STR Reimbursement Ledger 2026 - Create 3 tabs:
-9312_Reimbursements
-9332_Reimbursements
-SUMMARY
Step 2 — Columns per property tab (15 min)
Headers (each property tab identical):
| Col | Field |
|---|---|
| A | Date Paid |
| B | Vendor / Description |
| C | Amount Paid |
| D | Paid From (HSC card last 4) |
| E | Receipt Link (Drive URL) |
| F | Category (Utility / Repair / Vendor / Tax / Other) |
| G | Status (Pending / Reimbursed / Square) |
| H | Reimbursed Date |
| I | Reimbursement Method (Zelle / Wire / Internal Transfer) |
| J | Reimbursement Amount |
| K | Net Owed (=C-J) |
| L | Notes |
Data validation:
- Col D: dropdown from card list (9405, 0405, 5777, 7792, etc.)
- Col F: dropdown from category list
- Col G: dropdown (Pending/Reimbursed/Square)
- Col K: formula, conditional formatting (red if >$0)
Step 3 — Summary tab (20 min)
Layout:
- Total paid by property (SUMIF)
- Total reimbursed by property
- NET OWED to HSC, by property
- Aging: <30 days / 30–60 / 60–90 / >90
- Last reconciliation date
- Next reconciliation due date
Add chart: Monthly reimbursement trend, last 6 months.
Step 4 — Backfill (30 min)
- Open HSC Chase 1260 statements, last 90 days
- Filter for any charge related to 9312 or 9332:
- Duke Energy
- Liberty Water (589)
- Amazon (lock + key, etc.)
- Vendors: Alex (soffit), Parker (locks), pool service, lawn - Enter each into appropriate property tab
- Known entries to seed:
- Apr 24 $986.42 Zelle from 9332 → HSC 1260 (Reimbursed)
- Duke Energy March (amount Monday from Mildred)
- Amazon lock + key receipts (Monday from Mildred)
Step 5 — Share with Mildred (5 min)
- Share button →
mildred@hookstreetcapital.com - Permission: Editor (NOT Viewer — she needs to add rows)
- Notify: yes
- Add to her Tuesday sync agenda: walk through together
Step 6 — Set cadence (5 min)
- Calendar event: Last business day of each month, 4pm
- Title: "STR Reimbursement Reconciliation"
- Attendees: Mildred + you - Recurring monthly
- Mildred's job each month:
- Reconcile all "Pending" entries
- Flag anything >30 days unreimbursed
- Email you the net owed by property
- Move squared items to "Square" status
Step 7 — Integrate to BOS (later, optional)
Once stable for 60 days, build BOS connector:
- Apps Script pulls SUMMARY data into BOS Weekly Report
- Surfaces net owed in your Friday morning email
- One source of truth across systems
Done state
Mildred owns the ledger. You stop manually tracking. End-of-month auto-summary tells you exactly what each property owes HSC. No more "I think we paid for that out of personal" confusion.