Spend and Close Desk Official

When a claim is submitted it reads the claim and its receipt from the expenses tool, checks limits, receipts, duplicates, weekend spend and excluded merchants against the policy, works out the band and the approver, and drafts the approve, query or reject note. A person approves; nothing is reimbursed by software.

1. 01Claim {{claim}} from {{person}}: {{merchant}}, {{amount}}, {{category}}, on {{date}}, receipt {{receipt}}, purpose "{{purpose}}". Read the claim and receipt in the expenses tool. Read the policy. Check receipts, limits, excluded merchants, weekend spend, and duplicates against Expense Claims and Card Transactions in the last 90 days. Output: Each check with its result, plain text.
2. 02Set the Band from the approval bands and name the approver from Staff (the person's manager, or the finance lead for the top band; never the person). Write the Policy Check: the verdict (within policy, query, or reject recommendation), why in one or two lines, and the note the approver can send as it is. Set Status to Awaiting approval, Queried, or leave it Checked with the reject recommendation for a person. Plain text. Output: The policy check and the status set, plain text.

When a request arrives it works out the band from the approval rules, names the approver, checks the budget line and the vendor history in the purchasing tool, and drafts the note the approver reads. A person approves and orders.

1. 01Request {{request}} from {{requester}}: {{vendor}}, {{amount}}, {{category}}, budget line {{budget_line}}, because "{{justification}}". Read the approval bands. Read the budget line in Budgets. Read the vendor's history and any open request for the same thing in the purchasing tool. Output: The band, the approver, the budget position and the vendor history, plain text.
2. 02Set the Band and write the Router Note: band and why, the approver's name, the line after this spend (percent and months left), whether the vendor is known, and the note or query for the approver in plain words. Set Status to Awaiting approval, or Queried when the total or the vendor is unclear. Plain text. Output: The router note and the status set, plain text.

Every weekday morning it reads new card transactions from the expenses tool, marks which have a receipt, suggests the code for each from the merchant's history, and drafts a chase note to the cardholder for anything without a receipt (to the manager after 7 days). Sending waits for a person; nothing is posted.

1. 01Read card transactions from the last {{days}} days (default 7) from the expenses tool. Create or update the Card Transactions rows. For each, suggest the code from the merchant's history in the table and the ledger and write it into Suggested Code. Output: The transactions updated and the codes suggested, plain text.
2. 02For each transaction with Receipt Matched "No", draft the chase note (to the cardholder up to day 7, to the manager after) at the end of Suggested Code, send it with Turtle Notify (waits for a person), set Status Chased and Days Chased. Transactions with a receipt and a code become Matched. Plain text. Output: The chases drafted and the statuses set, plain text.

Every weekday morning it reads new lines from every connected bank account, matches each to an open invoice, bill, card transaction or payout in the ledger (exact reference first, then amount and date, then amount alone), suggests transfers, interest and fees for exclusion, and writes a note for anything it could not match. A person confirms every match; nothing is posted.

1. 01Read bank lines from the last {{days}} days (default 3) from every connected account. Create a Bank Lines row for each new line. Read the open invoices, bills, payouts and card transactions from the ledger and the Card Transactions table. Output: The new lines and the open items to match against, plain text.
2. 02Match each line in the playbook's order. Write Matched To and the Match Note (what matched and how, or what was looked for and not found) and set Status Matched, Suggested or Unmatched. Mark transfers, interest and fees Suggested with an exclude recommendation. Plain text. Output: Lines matched, suggested and unmatched with the notes, plain text.

On the first of the month it builds the close checklist from the playbook with owners and due dates, then each morning of the close it checks what is done, chases the owners whose tasks are due, collects the evidence, exports the checklist to the spreadsheet tool, and drafts the variance notes from the ledger. Never posts, never sets the lock date.

1. 01Period {{period}} (default the month that just ended). If no Close Checklist rows exist for the period, create one per task from the playbook's template with Owner Name and Due. Then read the checklist, Bank Lines and Card Transactions and write a Note on each open task: what is left and what it is waiting on. Output: The checklist for the period with a note per open task, plain text.
2. 02Draft a chase for each owner with a task due today or overdue and send it with Turtle Notify (waits for a person). Read the actuals from the ledger and draft the variance note for every line more than 10 percent or 2,000 off plan into the Budgets rows' Watch Note and the variance task's Note. Write the checklist and the notes to the review pack spreadsheet. Plain text. Output: The chases drafted, the variance notes and the export, plain text.

Every Monday it reads the actuals by line from the ledger, updates spent, forecast and variance on every budget line, marks lines over 80 percent with more than two months left as Watch and lines forecast over budget as Over, and drafts the note to the line's owner with what is driving it and the options. Never changes a budget.

1. 01Read the actuals by line for the year to date from the ledger. Update Spent, Forecast, Variance and Months Left on every Budgets row. Mark Watch at {{threshold}} percent (default 80) with more than two months left, Over when the forecast exceeds the budget. Output: Every line with its numbers and status, plain text.
2. 02For each Watch or Over line write the Watch Note: the numbers, what drove the spend (from the ledger and open purchase requests), two options. Send it to the Owner with Turtle Notify (waits for a person). Plain text. Output: The notes written and sent, plain text.

On the fifth of the month it counts the month's spend, claims, requests, card lines still without receipts and the days the close took, names the budget lines to watch and three things to fix, writes the digest and emails it to the finance lead.

1. 01Month {{month}} (default the month that just ended). Read every table for the month and count: spend against plan, claims by outcome and days to approval, requests by outcome, card lines without a receipt, unmatched bank lines, close days against the target, budget lines Watch or Over. Output: The month's numbers with their source table, plain text.
2. 02Write the digest: the numbers, the budget lines to watch, three things to fix next month. Create the Monthly Digest row and email it to the finance lead with Turtle Notify. Set Status Sent. Plain text. Output: The digest written and sent, plain text.