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Runbook: Drive ledger consolidation — Sheets-per-tab to single workbook

Task: Consolidate the MooseQuest financial ledger from multiple per-category Google Sheets files into the canonical single workbook (MooseQuest Ledger YYYY) with one tab per category.

When to use this runbook: When you find multiple standalone Google Sheets in the kris@moosequest.net Drive that hold ledger data (e.g., Expenses 2026, Subscriptions 2026, Revenue 2026 as separate files) and need to collapse them into the canonical workbook structure described in docs/finance/README.md.

Owner: Kristerpher Henderson (kris@moosequest.net) — requires Drive access.

Estimated time: 30-45 minutes for a typical year (< 200 rows across all sheets).

Prerequisites

Step 1 — Inventory existing sheets

  1. Open drive.google.com signed in as kris@moosequest.net.
  2. Search for Ledger 2026 or Expenses 2026 to find all financial sheets for the current tax year.
  3. List every standalone spreadsheet that contains ledger data (Expenses, Revenue, Subscriptions, Mileage, Time Log, etc.).
  4. Confirm the target workbook name: MooseQuest Ledger 2026. If it does not exist, create it now (blank spreadsheet).

Step 2 — Create tabs in the target workbook

The canonical tab structure (per docs/finance/README.md):

Tab name Purpose
README One-paragraph orientation: owner, CPA viewer access, monthly close cadence
Expenses All business expenses; columns: Date, Vendor, Description, Amount, Category, Payment Method, Receipt Link, Entity, Project Allocation
Revenue Inbound payments; columns: Date, Source, Description, Amount, Payment Method
Subscriptions Recurring SaaS/infra subscriptions; columns: Vendor, Plan, Amount, Billing Cycle, Next Renewal, Category, Notes
Mileage & Travel Business miles and travel; columns: Date, From, To, Miles, Purpose, Reimbursable
Time Log Billable hours if any; columns: Date, Client/Project, Hours, Rate, Notes
Vendor Directory Per-vendor categorization decisions; columns: Vendor, Category, Notes (mirrors docs/finance/vendor-conventions.md)
Monthly Summary Auto-computed rollups per category per month; use SUMIF formulas against Expenses
Schedule C Summary Annual totals mapped to Schedule C line numbers; see chart-of-accounts.md for line mapping

Create each tab in this order if it doesn't exist. Rename Sheet1 to README.

Step 3 — Copy data from source sheets

For each standalone source sheet:

  1. Open the source sheet.
  2. Select all data rows (skip the header if the target tab already has a header).
  3. Copy.
  4. In the target workbook, go to the matching tab (e.g., Expenses).
  5. Paste into the first empty row below the header.
  6. Verify: column order matches the schema in step 2. If columns are out of order, reorder before pasting or paste into the correct columns individually.
  7. Check for formula cells in the source — copy as values only (Edit > Paste special > Values only) to avoid broken cross-sheet references.

Repeat for all source sheets.

Step 4 — Reconcile and deduplicate

  1. In the Expenses tab, sort by Date (column A) ascending.
  2. Scan for duplicate rows: same Date + Vendor + Amount appearing twice. Delete duplicates.
  3. Verify row count matches the sum of rows from all source sheets (minus duplicates).
  4. Spot-check 5 random rows against source sheets to confirm data integrity.

In Monthly Summary: - Add a header row: Month | <Category 1> | <Category 2> | ... | Total - For each month row: =SUMIFS(Expenses!$D:$D, Expenses!$A:$A, ">="&DATE(YEAR, MONTH, 1), Expenses!$A:$A, "<"&DATE(YEAR, MONTH+1, 1), Expenses!$E:$E, "<Category>") - The exact formula pattern is at the bookkeeper's discretion; the CPA only needs the totals to be correct.

In Schedule C Summary: - Map each category total to its Schedule C line per docs/finance/chart-of-accounts.md.

Step 6 — Clean up

  1. Rename each source standalone sheet to ARCHIVED — merged into MooseQuest Ledger YYYY on YYYY-MM-DD.
  2. Do NOT delete the source sheets yet. Keep them for 30 days as a reconciliation safety net.
  3. After 30 days (or after the next CPA review), move archived sheets to a Finance/Archive/ folder in Drive.

Step 7 — Verify CPA viewer access

If the CPA (per #152) had view access to any of the standalone source sheets, update their access to point at the consolidated workbook: 1. In the target workbook: Share > Add viewer: CPA email. 2. On each old archived sheet: revoke the CPA's access (they should only see the consolidated version going forward).

Done criteria