Transcript

00:00:01 - [AMITY_SENDAMA]
He can should be able to hear you.

00:00:05 - [MICHAEL_CARLSON]
Hello. Hey. How's it going, Paul? Hear you.

00:00:07 - [AMITY_SENDAMA]
Yeah. And he can see you too. But

00:00:10 - [SCOTT_WARNER]
I'm so sorry for that.

00:00:14 - [MICHAEL_CARLSON]
Okeydoke. Awesome.

00:00:15 - [SCOTT_WARNER]
Yeah. So I think we all got pinged by Chris for this one separately. So

00:00:22 - [AMITY_SENDAMA]
Yes. So I think I maybe there's a couple of different issues. I'm not sure. But so first, if all like, I think we need a credit card that's in TTS' name or some just like her name or something that Rachel can use for all of the charges that she's getting. Yep. And then let me just, maybe we'll level set first. I think that's one thing. But then I think there's a separate concern around the logistics piece of it. Right? So we we can't get an account until we get, like, individually charged for every shipment, every transaction. And on that one, your concern is we if we could get a credit card, that would be good, but the problem would be how do we submit all of the receipts for that. So I'm assuming, like, we could get Rachel a corporate card or something. And

00:01:19 - [MICHAEL_CARLSON]
So I guess it it would be the solution would have would actually address both issues

00:01:24 - [AMITY_SENDAMA]
It would address

00:01:25 - [MICHAEL_CARLSON]
both. If it's feasible. If it's feasible. Because I think the if we got Rachel a credit card in TTS' name, then the company would pay it automatically. Mhmm. And then the question becomes, does she have to submit monthly invoices or documentation Yeah. To AP, which I think is what, Scott, we have set up for your IT team for all those monthly recurring charges. Yeah. So they load up every monthly statement, and then Brianna and Barb Yeah. Kinda checking on it as they process.

00:01:56 - [AMITY_SENDAMA]
But that's not an issue because she's already doing that today. Right? So she's able to submit receipts for her

00:02:01 - [MICHAEL_CARLSON]
credit card. It's just on her credit card. So if we switch it over, that'd be perfect.

00:02:05 - [AMITY_SENDAMA]
Yeah. So then that would be okay. But then on the logistics side, I think you're saying it's not feasible for us to submit all of the invoices.

00:02:13 - [MICHAEL_CARLSON]
Correct. Okay. And so we could have someone go through, and this is where Chris is gonna be onsite today, so I'm gonna talk to him. If we got, like, a monthly transaction or activity report maybe from those providers, and we just have someone do, like, a monthly load. And and maybe it's just a one load kind of step, which instead of doing each individual transaction Yeah. Because that's not feasible. But then Chris did say that Matt for SoftStop has it where they don't have to do anything. Like, it's so I don't know if that's truly the extent where they have a a company card. It pays, and they don't have to track down all the the support. I was gonna try to get with Kyle to understand how it's being used. But, Scott, don't know if you had any insight into how Soft Ops is set up or if they still have to get individual invoices or

00:03:07 - [AMITY_SENDAMA]
So what Matt told me, which wasn't that much detail, he said, we currently have three company cards at soft stop. We've been able to carve these out and keep them even after Dominic's last internal audit as they are essential for certain operations. And at some point, we must use credit cards. And in California, for example, it can be illegal to require an employer to use employee to use their own credit card for company business. So he didn't say anything about whether they have to submit documentation. He's just saying they have company credit cards, which we have a company credit card already. Right? Okay.

00:03:42 - [MICHAEL_CARLSON]
I think we have two that we have

00:03:45 - [AMITY_SENDAMA]
access to. And so one of those is? One is

00:03:47 - [MICHAEL_CARLSON]
I think one is with Matt. I think the other one is with Scott. Okay. So if we wanted more, we would actually have to request it. And I think the process that Barb said is we have to submit a request to Germany for them to authorize the issuance. Okay. But then we can get a credit card issued in the account.

00:04:04 - [AMITY_SENDAMA]
So we would get the credit card issued for, like, Chris? Or For for Chris and Rachel? Or

00:04:13 - [MICHAEL_CARLSON]
I probably wanna get two separate cards. Yeah.

00:04:15 - [AMITY_SENDAMA]
One for Rachel.

00:04:16 - [MICHAEL_CARLSON]
Marketing and one for for Chad out back for, like, warehouse. So anything just is related.

00:04:20 - [AMITY_SENDAMA]
So when you say that you could they get you there for Scott or for like, does this the person's name on them too? So is it Bill? Is it sorry, Scott. Go ahead.

00:04:30 - [SCOTT_WARNER]
It is my name is on that card.

00:04:33 - [AMITY_SENDAMA]
But is it still, like, a TTS card, or does it have to run your credit?

00:04:37 - [SCOTT_WARNER]
No. It's TTS only. It's just I'm the name on it. So Oh,

00:04:40 - [AMITY_SENDAMA]
okay. K. Mhmm. So, yeah, it seems like we already have those. I don't know why we couldn't just go ahead and do that same thing for Mhmm. For Chad and for Rachel. But then I don't know, to your point, on if we have to find a way to submit the The documentation. The documentation or not.

00:05:00 - [MICHAEL_CARLSON]
So I think the documentation is more like a u like a US tax, like, regulation. So, like, for IRS, if we can't support the deductions then it wouldn't be a it wouldn't be recognized as a business expense. And so, technically, they could take it off our filings or or refer it and say we owe more taxes because it's not a not a cost.

00:05:23 - [AMITY_SENDAMA]
Right.

00:05:24 - [MICHAEL_CARLSON]
Are we getting it Probably not. But

00:05:27 - [AMITY_SENDAMA]
Hopefully not. And if we did, you know, maybe we could so but, again, if Rachel's already I don't know how much of is it a big time commitment for her to do what she's already doing?

00:05:37 - [MICHAEL_CARLSON]
I don't think so. I think Rachel is more of the the size of how much because it's like I I think for her Google Ads, it's like once a month. We gotta she does, 5,000 per Google Ads. Yeah. And then there's, like, one or two here and there. So it's only a handful a month, which is not terrible. Think hers is more just the the size of them, whereas Chad is gonna be the volume.

00:05:59 - [AMITY_SENDAMA]
Right. And that's where yeah. I mean, it's I think it's it's part of our policy for one. It says we have to stop, you know, so but I think to your point, it's also to you know, from a tax standpoint. So, I mean, I guess if you wanna talk to Kyle about what they're doing.

00:06:22 - [MICHAEL_CARLSON]
Mhmm.

00:06:22 - [AMITY_SENDAMA]
And then we can decide. I mean, I guess if you're saying that there you think there's a possibility of getting just an account statement, that seems like an easy

00:06:33 - [MICHAEL_CARLSON]
Oh, yeah. Think that's the easiest. The thing is that Chris is unsure though is because it's gonna be like, we may he thinks there might be different tiers to accounts with those providers. Like, we might have an like a an account, but it's not an account that generates a statement because terms haven't been extended. So we we may not be able to get a summary of charges because they're just it's just a one off. Kinda like how for us, for, like, Shopify, we don't track individual customers. Like, we get an invoice, but then it's kind of gone. Okay.

00:07:06 - [AMITY_SENDAMA]
So I guess if we wanted to get if we've realized that we can't get these individual and we wanna get some type of exception, do Scott, I mean, do do we think we would just kind of document, like, why we're doing this and, like, our proposal? And then I'm assuming that has to be approved by Dominic unless maybe saw if SawSoft's already doing it, maybe we just do it. Mhmm.

00:07:34 - [SCOTT_WARNER]
Yeah. I was Maybe get it in writing of how and and what Dominic told them about it. Because if he's told them, like, this is we're gonna keep this, but we're never doing it again. I don't wanna, like, put something new in place with the same framework or something. But, yeah, I Mike, do you know how many transactions she's doing a month? Like, is is it insane? Or

00:07:58 - [MICHAEL_CARLSON]
So I think Rachel is only, like, maybe three or four a month.

00:08:03 - [AMITY_SENDAMA]
Yeah. So hers, she's still gonna submit her receipts. This is on the logistics side for all of the shipments that are happening. So what I understand is every shipment that goes out is its own unique Charge. Charge. And so you're talking, what, like, hundreds?

00:08:22 - [MICHAEL_CARLSON]
Hundreds a month. Yeah.

00:08:24 - [SCOTT_WARNER]
Okay. I didn't realize it was that bad. So okay.

00:08:26 - [AMITY_SENDAMA]
Yeah. Because you think, like, these are individual orders. Right? If you think of, like, for sustain or the sustainer store or whatever. These are all individual orders, and it's just individual shipping charge for each one.

00:08:39 - [SCOTT_WARNER]
Okay. Now I to me, you're right then. I mean, if we can show it's repeatable and and, you know, at least have the ability to provide backup later, doing the soft stop method is the best method depending on what we need to do to get it. So

00:08:54 - [AMITY_SENDAMA]
I mean, I think we would wanna document what we're doing. Like, I'm

00:08:58 - [SCOTT_WARNER]
100. It's gonna get challenged at some point.

00:09:00 - [AMITY_SENDAMA]
Yeah. And say, like, this is what we're doing. And then how are we ensuring that the charges are appropriate if we're not, you know, doing this? There needs to be some type of, like, review done Mhmm. But let's see again what's also doing, what they have documented. Maybe we misunderstood enough. They are submitting it. You know? If they are, I still think we need to try and get it an exception to it. And I guess that's where we need to decide, are we gonna just document our process and just do it and hope, you know, Dominic doesn't come back for a while? Or if he does, he doesn't know. Doesn't call it an issue? Or do we wanna proactively ask him, but then risking when he says, I can't do it. So

00:09:46 - [SCOTT_WARNER]
Well, I mean, at at some point, you have to balance risk versus, you know, what's realistic and possible. And and I think I would if he said no, I would really challenge him to say, okay. Then, you know, give us

00:09:56 - [AMITY_SENDAMA]
What are you

00:09:56 - [SCOTT_WARNER]
that makes sense.

00:09:57 - [MICHAEL_CARLSON]
Yeah. Yeah.

00:09:58 - [AMITY_SENDAMA]
Do you

00:09:58 - [MICHAEL_CARLSON]
want us to

00:09:59 - [AMITY_SENDAMA]
hire somebody to submit expenses? Yeah.

00:10:02 - [SCOTT_WARNER]
Yeah. Can I get you to sign this, yeah, this employee request?

00:10:06 - [AMITY_SENDAMA]
Yeah. So okay. So I think we have a good thing. So who needs those request, the two credit cards? I think we can already go ahead

00:10:14 - [MICHAEL_CARLSON]
and do that. I think Barb's needs their request. Oh, Barb.

00:10:16 - [AMITY_SENDAMA]
So does she need anything to do that?

00:10:17 - [MICHAEL_CARLSON]
I'll re I'll let her know.

00:10:18 - [AMITY_SENDAMA]
Let's see

00:10:19 - [MICHAEL_CARLSON]
what she needs.

00:10:19 - [AMITY_SENDAMA]
Yeah. So she submits those.

00:10:21 - [MICHAEL_CARLSON]
Okay. So the question then would be, technically, Chad is a TTS employee. Mhmm. So I guess, would it come from TTS's account and then be and then Rachel would be more of like a sustainer or do you wanna do both of them?

00:10:41 - [AMITY_SENDAMA]
Think they probably both have to be TTS.

00:10:43 - [SCOTT_WARNER]
I don't

00:10:44 - [AMITY_SENDAMA]
know that sustainer has

00:10:45 - [MICHAEL_CARLSON]
I don't know

00:10:46 - [AMITY_SENDAMA]
they can get it set up, and I don't know if they have, like, credit to do so.

00:10:51 - [MICHAEL_CARLSON]
So TTS, and then we just set it up as, a chart back.

00:10:54 - [AMITY_SENDAMA]
That's what I would recommend. Okay. Yeah. Once you'll have a different

00:10:59 - [MICHAEL_CARLSON]
Yeah. And that's the easiest.

00:11:00 - [AMITY_SENDAMA]
Okay. Okay. Cool. Awesome. So

00:11:04 - [MICHAEL_CARLSON]
anything else? Nope. What'd you say, Scott?

00:11:10 - [SCOTT_WARNER]
I said thanks, guys.

00:11:11 - [MICHAEL_CARLSON]
Okay. Thank you. Thank you. Do you

00:11:13 - [AMITY_SENDAMA]
wanna stick around for a second, Scott? Do have a pen?

00:11:15 - [SCOTT_WARNER]
Yeah. Sure.