Projects — signed projects and the pipeline, straight from the CRM. Pipeline = every deal in Proposal/Price Quote or Negotiation/Review; signed = the Closed Won stages; a deal joins or leaves the book by its stage, nothing else. Value, probability, install date and payment schedule are the CRM’s; invoiced / paid / unpaid are Xero’s; cost and margin are Simpro’s. Pick a year to see what installs in it. Completed projects (nothing left to invoice or collect) are hidden unless you tick show completed. Click a project to open it — Directors can edit its facts there and the change goes to the CRM at once (shown as pending until the next engine run has read it back). ↗ opens the deal in Zoho.
Cash in & out by month — ex-VAT. In: solid dark = received per Xero, by payment month; green = still to come per the CRM schedule (what Xero shows paid is netted off first, in date order). Pipeline deals are weighted by their probability unless you switch to unweighted. Out: the CRM’s staged supplier payments at their scheduled dates plus the Simpro estimate balance (other costs) at install, less what Xero shows paid on bills carrying the job number, by payment month — a bill arriving changes nothing, its payment does (D-F28). The Cash Flow tab replaces this with Xero-actualised cash when it lands. Hover for values.
Month by month — click a month for the per-deal breakdown. “Actual in” = Xero payments (ex VAT) by payment month; “projected in” = the CRM schedule, unpaid remainder, at its scheduled month; “projected out” = staged supplier payments (CRM) still unpaid, at their dates, plus the estimate balance at install; “actual out” = Xero bill payments (ex VAT) on J-mapped bills, by payment month (D-F28). Past months count actuals only; the current and future months count actuals plus what is still projected.
The Monday cockpit — the weekly finance meeting's 15 standing questions. Green = answered live from the engine; grey = its feed (Simpro / Apron / Xero scheduled tasks) lands at programme row E2.
Why these numbers can be trusted — every figure is computed deterministically and tied to an independent control. Ties that fail are shown, never hidden.
Open flags — tie-or-flag: where a figure cannot be tied it is flagged, never estimated
Close — the month-end checklist, on the Hub (D-F63, project 1). One page per month: every task with its owner, due day, status and evidence — a task is done only with the figures that tie, the journal id or the acknowledgement. The Hub pre-ticks what it can verify itself (bank rec age, journals present) and leaves the rest to a person. Tasks marked proposed are the current list as drafted for Kimberley and Lee to confirm on Thursday 5 Nov; what they drop disappears from next month. Declaring the close (D9) takes a snapshot of what the ledger held; anything that changes a closed month afterwards is a restatement and is listed.
Ledger guards — run every weekday morning on the Xero data the Hub holds (project 4, first slice): future-dated sales invoices, an invoice date moved after creation, a customer receipt with no invoice behind it, bank lines unreconciled more than 2 working days, probable duplicate bills, and the cash definition (real bank accounts only). Each is a D-F60 flag with one owner; it reaches them the next morning and sits on the Trust tab with the engine's flags.
Checks — Kimberley's checker with memory (project 4). Every check: the question, the answer with figures, how to check (the exact Xero / Simpro / Float path), its owner and a dated note thread. The recurring ones come from the library each month (the playbook's 27, plus whatever is promoted to "every month"); ad hoc questions are added below. A note ticked ask Claude is a request the Robot answers in the thread. A closed check records its cause — that is the "what we learned" list.
Accruals & Deferrals — the Balance Sheet Tracker, computed (D-F64, project 2; read-only this cycle). One row per project, the whole year on one screen: invoiced to date (Xero sales invoices by J-number, net of credits), the % recognised (D5: 5% of project value at deposit, the remainder at completion; a dated, named override per project), deferred income, cost invoiced (the Xero bills store by J-number), prepayment. Every figure traces back to the invoices and bills behind it. Lee's spreadsheet remains the record until Kimberley and Lee say switch; the differences between the two are listed below, the tracker's own defects first.
Balance check — the ledger's month-end totals against the Xero control accounts (2109 Deferred Income, 1103 Purchase Prepayments, 2110 Purchase Accruals), to the penny. Red until the daily control-balance read lands and the journals are posted.
Journal drafted for Lee — the month's deferral / release and prepayment / accrual movements per project, with the Xero lines they offset. Claude drafts; Lee posts; the journal id goes on the Close task as evidence.
Parallel run — differences against the tracker — every difference between this page and the live spreadsheet, with its reason. A defect is an error in the spreadsheet itself.
Register a contractor bill — when a contractor bill (M Support, Core Crew, Peter & Mark…) reaches Apron, register it here. That starts the check: Claude builds the review sheet, ops confirm quantities in the Ops Hub, the priced Simpro entries come back to this bill. Attach the PDF if it did not arrive via bills@.
Contractor bills — checked by the engine against the approved rate card, the Simpro schedule and the site forms; ops confirm quantities in the Ops Hub; finance keys Simpro and publishes Apron→Xero, and records each step here. Claude posts nothing to Simpro or Xero.
Approved rate card — finance-owned (Kimberley has the final say). Current rows only; history is date-versioned in the database. Changes are logged with the approving director.
Cash Flow — coming
This tab replaces Float: one cash story built from the Projects book (the CRM schedules you keep on each deal, netted of what Xero already shows paid), the open Xero sales invoices and supplier bills, and the bank balance — actualised from Xero every morning. Design is being settled with Kimberley and Lee in the Finance group in the week of 5 October; until it lands Lee keys the Projects figures into Float as now.