Operations playbook
Last updated
Last updated
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.
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.
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.
Netsuite
Playbook
Monthly
Ben Graham
Accounting
Internal processes and framework for booking and recognizing phyiscal property and depreciation/amortization.
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.
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.
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
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
Internal processes and framework for how to spend company money.
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.
Netsuite
Process Narrative
Monthly
Ben Graham
Accounting
Netsuite
Playbook
Monthly
Ben Graham
Accounting
Internal processes and framework for financial consolidations and other corporate matters.
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.
[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.
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
Netsuite
Playbook
As needed
Ben Graham
Finance
Netsuite
Playbook
As needed
Jeff Dynda
Finance
The corporate finance function consists of FP&A operations, Corprorate Finance and Budget, Long-term Planning, and Strategic Finance.
Internal processes and framework to run the annual budget, review actuals to budget, and out of cycle budgetary requests.
G-sheet Excel
Playbook
Annual
Elad Rosenberg
Corporate Finance
G-sheet Excel
Playbook
Annual
Elad Rosenberg
Corporate Finance
Internal processes and framework for day-to-day FP&A responsabilites.
[Corporate finance walkthrough]
Process Narrative
Weekly
Elad Rosenberg
Corporate Finance
[Update finance operating model]
Playbook
Monthly
Elad Rosenberg
Corporate Finance
Playbook
As needed
Elad Rosenberg
Corporate Finance
Playbook
Monthly
Elad Rosenberg
Corporate Finance
Playbook
Monthly
Elad Rosenberg
Corporate Finance
Internal processes and framework for loans, line of credits, and financing rounds.
Playbook
As needed
Tim Quock
Corporate Finance
[409A valuation process]
Playbook
Annual
Elad Rosenberg
Corporate Finance
Below is a list of access roles. If you are trying to access a document in, you can only do so if you have the permission to do so. All roles are administered via Google Suite shared drive. If you are unable to access a document and believe you should, reach out to Tim Quock, VP Finance.
All of Finance (Finance and Accounting)
FP&A
All of Accounting
Payroll Team Only
All of Mattermost Staff
MLT
Executive Team Only
All of G&A
Finance team members that are allowed to view equity