Meeting: Liam & Cassidy — Payroll & Finance Systems
Date: 2026-04-02 (afternoon) Attendees: Liam Wilkinson, Cassidy (accountant/bookkeeper)
Summary
Liam and Cassidy (accountant) worked through two topics: (1) invoice upload workflow in HubDoc → QuickBooks → Pluto, and (2) setting up Phil (Philippe Chabot) on payroll after transitioning from contractor to employee.
HubDoc / QuickBooks / Pluto Workflow
- Bills (unpaid) must be published as bills in HubDoc — NOT expenses (expenses = already paid)
- Correct account selection critical to avoid errors
- For government contract reporting: create separate accounts in QuickBooks rather than using descriptions
- Cassidy to consult with David on best structure for government contract project reporting
- Pluto: Liam has scheduling privileges; payments go directly to scheduling without approval on his own account
Phil’s Payroll Setup
- Phil (Philippe Chabot) transitioning from contractor to employee, effective ~April 1, 2026
- Salary: $25,416/year
- Schedule: 5 days/week
- PTO: 25 days total (9 statutory + 16 vacation), fully transferable, paid regularly as part of salary
- First payroll run: April 15
- Phil’s address: Quebec (but works in Ontario) — potential payroll compliance issue to monitor
- If withholdings change after entering Quebec address, Cassidy to be notified
Action Items
- Liam: Get Phil’s date of birth, address, SIN number and update payroll profile
- Liam: Notify Cassidy once Phil’s profile updated
- Liam: Monitor payroll withholdings after entering Phil’s Quebec address
- Cassidy: Consult with David on government contract accounting structure
- Cassidy: Review/advise on Phil’s payroll setup before next payroll run
Notes
- Cassidy is the external accountant/bookkeeper for SES
- David is Cassidy’s colleague who handles more complex accounting questions