I rebuilt the Baja SAE financial workflow from scratch to turn a fragile, error-prone ledger into a transparent and self-auditing system. The result gave leadership real-time visibility into three bank accounts, subteam spending, and dues flow without manual reconciliation chaos.
The Challenge
The previous ledger was a single running-total list with no reliable separation between accounts or spending groups. Member dues were disconnected from transaction records, and out-of-order reimbursement submissions frequently broke chronological integrity and balance confidence.
System Architecture
- Master transaction log: Raw, flexible entry sheet for receipts, source accounts, tags, and notes as events happened.
- Integrated dues tracking: Member status logic (new vs returning) auto-calculated owed dues and mapped deposits to correct accounts.
- Scripted sorting: Apps Script pipeline auto-ordered entries by transaction date to remove manual chronology cleanup.
Financial Visibility Layer
- Account views: Parsed transactions into separate self-audit pages for each of the three bank accounts.
- Subteam categorization: Grouped expenses by subteam to expose budget burn and spending patterns.
- Executive dashboard: Built a live home page showing total funds, inflows, outflows, and per-account balances.
Impact
- Replaced chaotic recordkeeping with a transparent, traceable financial system.
- Reduced manual data-cleanup time and eliminated recurring cross-account discrepancies.
- Gave team leadership clear visibility into spending and balance state at any point in time.