Operations playbook
Purpose: To provide an overview of the current process, playbooks, and flows that govern the day-to-day actions of the Finance and Accounting function. When using the operations playbook, not all documents are made available as they contain sensitive or personal information. To comply with governing laws (e.g. GDPR, CCPA) and the safety of all Mattermost staff, we are only providing access-based merited need. For access rights transparency, you may refer to this referenceable table which you may use to see team members authorized to access each document.
The below table is the current list of each system and provider used within the Accounting function. As we are continuously improving our processes, this list is updated periodically to refelct the current processes and functions. New processes or depricated processes will be noted and dated when added.
Systems | Definition | Systems | Definition |
Netsuite | ERP system | Celigo | Integrator for various systems |
Banking | Silicon Valley Bank or First Republic Bank | S-Connector | Integrator for Stripe and Netsuite |
Expensify | Expense tracking, approval, and payments (US) | Divvy | For issuing virtual credit cards |
Deel | Staff not going through an entity or contract | Transferwise | For paying international vendors |
Vistra | 3rd party accounting and payroll provider | Paypal | For small ancillary spend |
TriNet | US payroll | Bamboo | HR system of record |
Ubiquity | US 401k | G-Sheet | Collaboration and supporting docs purpose |
Accrualify | Procure to pay system | G-Word | Collaboration and supporting docs purpose |
SFDC | Order logging and forecasting | G-Powerpoint | Collaboration and supporting docs purpose |
Stripe | Self-serve and cloud billing system | Excel | Collaboration and supporting docs purpose |
Internal processes and framework for day-to-day banking and treasury functions.
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
SVB FRB Transferwise Accrualfiy | Process Narrative | | Daily | Ben Graham | Accounting | |
Accrualify Netsuite | Playbook | | Weekly | Jeff Dynda | Accounting | |
Transferwise Netsuite | Playbook | | Weekly | Jeff Dynda | Accounting | |
Transferwise Netsuite | Playbook | | Weekly | Jeff Dynda | Accounting | |
Netsuite | Playbook | | Monthly | Ben Graham | Accounting | |
Divvy Netsuite | Process Narrative | | Weekly | Ben Graham | Accounting | |
Divvy Netsuite Accrualify | Playbook | | Weekly | Ben Graham | Accounting | |
Netsuite | Playbook | | Weekly | Jeff Dynda | Accounting | |
Netsuite Paypal | Playbook | | Weekly | Jeff Dynda | Accounting | |
Netsuite | Playbook | | Monthly | Jeff Dynda | Accounting |
Internal processes and framework for order processinng, sales order review and invoicing, recognizing US GAAP revenue, cash collections, and uncollectible receivables.
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
SFDC | Process Narrative | | Daily | Ben Graham | Mattermost | |
SFDC | Drive | | Daily | Nikki Johnson, Jeff Dynda | Accounting | |
SFDC | Drive | | Daily | Nikki Johnson, Jeff Dynda | Accounting | |
Netsuite | Playbook | | As needed | Jeff Dynda | Accounting | |
[True-up customer seats] | SFDC | Playbook | | Quarterly | Jeff Dynda | Accounting |
Netsuite SFDC | Playbook | | Daily | Jeff Dynda | Accounting | |
Netsuite | Process Narrative | | Daily | Ben Graham | Accounting | |
Netsuite Stripe | Playbook | | Daily | Jeff Dynda | Accounting | |
Netsuite Stripe | Playbook | | Monthly | Jeff Dynda | Accounting | |
Netsuite | Playbook | | Monthly | Ben Graham | Accounting | |
Netsuite | Playbook | | Monthly | Jeff Dynda | Accounting | |
Netsuite SFDC | Playbook | | Weekly | Jeff Dynda | Accounting | |
Netsuite | Playbook | | Quarterly | Jeff Dynda | Accounting | |
Netsuite Stripe | Playbook | | As needed | Ben Graham | Accounting | |
Netsuite | Playbook | | Monthly | Ben Graham | Accounting | |
Netsuite | Playbook | | Monthly | Ben Graham | Accounting | |
Netsuite | Playbook | | As needed | Ben Graham | Accounting |
Internal processes and framework for booking and recognizing upfront payments for future vendor services.
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
Netsuite | Playbook | | Monthly | Ben Graham | Accounting |
Internal processes and framework for booking and recognizing phyiscal property and depreciation/amortization.
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
Netsuite | Process Narrative | | Monthly | Jeff Dynda | Accounting | |
[Mattermost hardware buyback] | Netsuite | Playbook | | Quarterly | Jeff Dynda | Accounting |
Internal processes and framework for requesting spend, obtaining functional and financial approvals, review of vendor and consultant contracts, contract signing, invoice processing and classification, and making payments.
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
Netsuite Accrualify | Process Narrative | | Daily | Jeff Dynda | Accounting | |
Netsuite Accrualify | Playbook | | Weekly | Jeff Dynda | Finance | |
[Entering bills and classification practices] | Netsuite Accrualify | Playbook | | Daily | Jeff Dynda | Accounting |
Netsuite Accrualify | Playbook | | Monthly | Ben Graham | Accounting | |
Netsuite Accrualify | Playbook | | Monthly | Ben Graham | Accounting | |
Netsuite Accrualify | Playbook | | As needed | Jeff Dynda | Mattermost | |
Netsuite Accrualify | Playbook | | As needed | Jeff Dynda | Accounting |
Internal processes and framework for day-to-day payroll processes.
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
Deel | Process Narrative | | Semi-monthly | Ben Graham | Accounting | |
Deel | Playbook | | Monthly | Shawna Young-Marcelino | Accounting | |
Netsuite TriNet | Playbook | | Semi-monthly | Shawna Young-Marcelino | Payroll | |
Netsuite Vistra | Playbook | | Semi-monthly | Shawna Young-Marcelino, Vistra | Payroll | |
Netsuite Vistra | Playbook | | Semi-monthly | Shawna Young-Marcelino, Vistra | Payroll | |
Netsuite Vistra | Playbook | | Semi-monthly | Shawna Young-Marcelino, Vistra | Payroll | |
Accrualify | Process | | Monthly | Shawna Young-Marcelino | Payroll | |
Salesforce | Process | | Monthly | Shawna Young-Marcelino, Ben Graham | Payroll, Accounting | |
Netsuite Ubiquity | Playbook | | Weekly | Shawna Young-Marcelino | Payroll | |
Sunlife | Process | | Ongoing | Shawna Young-Marcelino | Payroll |
Internal processes and framework for equity transactions and US GAAP expense reporting
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
Netsuite Banking | Process Narrative | | Monthly | Tim Quock | Finance | |
[Stock-based compensation expense] | Netsuite | Playbook | | Quarterly | Ben Graham | Equity |
G-word | Process Narrative | | As needed | Ben Graham | Mattermost | |
G-word | FAQ | | As needed | Tim Quock | Mattermost | |
G-word | FAQ | | As needed | Tim Quock | Corporate Finance |
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
Expensify | Playbook | | Weekly | Ben Graham | Accounting | |
Expensify Netsuite | Playbook | | Daily | Jeff Dynda | Accounting | |
Expensify | Playbook | | Daily | Ben Graham | Accounting | |
Expensify | Playbook | | As needed | Ben Graham | Accounting | |
Expensify | Playbook | | Weekly | Ben Graham | Accounting | |
G-powerpoint | FAQ | | As needed | Ben Graham | Accounting |
Internal processes and framework for intercompany transactions and reporting.
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
Netsuite | Process Narrative | | Monthly | Ben Graham | Accounting | |
Netsuite | Playbook | | Monthly | Ben Graham | Accounting |
Internal processes and framework for financial consolidations and other corporate matters.
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
Netsuite | Playbook | | Monthly | Ben Graham | Finance | |
Netsuite | Playbook | | Monthly | Ben Graham | Accounting | |
G-sheet | Other | | Weekly | Tim Quock | Mattermost | |
G-sheet | Other | | As needed | Tim Quock | G&A |
Internal processes and framework for corporate taxes, sales and use tax, and other tax matters.
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
[Corporate federal and state taxes process] | Netsuite | Playbook | | Quarterly | Ben Graham | Accounting |
Netsuite | Playbook | | Quarterly | Ben Graham | Accounting | |
Netsuite | Playbook | | Monthly | Jeff Dynda | Accounting |
Internal processes and framework for system integrations and automated workflows/scripts.
Process Description/Doc Link | System/Tool | Document Type | Flow Chart | Occurrence | AOR | Access Rights |
|---|---|---|---|---|---|---|
Celigo Bamboo Netsuite SFDC | Playbook | | As needed | Ben Graham | Finance | |
[Bamboo to Netsuite integration] | Celigo Bamboo Netsuite | Playbook | | As needed | Ben Graham | Finance |
S-connector Netsuite Stripe | Playbook | | As needed | Ben Graham | Finance | |
[SFDC to Netsuite integration] | Celigo Netsuite SFDC | Playbook | | As needed | Ben Graham | Finance |
Deel Netsuite | Playbook | | As needed | Ben Graham | Finance | |