Operations playbook
50% draft
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.

Accounting overview

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

Treasury

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

Revenue and accounts receivable

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

Prepaid assets

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

Fixed assets

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

Procurement and accounts payable

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

Payroll

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
bi-monthly
Ben Graham
Accounting
Netsuite TriNet
Playbook
Weekly
Jeff Ho
Payroll
Netsuite Vistra
Playbook
Monthly
Jeff Ho, Vistra
Payroll
Netsuite Ubiquity
Playbook
Weekly
Jeff Ho
Payroll
Deel
Playbook
Weekly
Jeff Ho
Accounting

Equity

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

Expenses

Internal processes and framework for how to spend company money.
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

Intercompany

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

Corporate accounting and consolidations

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

Taxes

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

Systems

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
Netsuite
Playbook
As needed
Ben Graham
Finance
Netsuite
Playbook
As needed
Jeff Dynda
Finance

Corporate finance overview

The corporate finance function consists of FP&A operations, Corprorate Finance and Budget, Long-term Planning, and Strategic Finance.

Budget

Internal processes and framework to run the annual budget, review actuals to budget, and out of cycle budgetary requests.
Process Description/Doc Link
System/Tool
Document Type
Flow Chart
Occurrence
AOR
Access Rights
G-sheet Excel
Playbook
Annual
Elad Rosenberg
Corporate Finance
G-sheet Excel
Playbook
Annual
Elad Rosenberg
Corporate Finance

Financial, planning and analysis (FP&A)

Internal processes and framework for day-to-day FP&A responsabilites.
Process Description/Doc Link
System/Tool
Document Type
Flow Chart
Occurrence
AOR
Access Rights
[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

Financing

Internal processes and framework for loans, line of credits, and financing rounds.
Process Description/Doc Link
System/Tool
Document Type
Flow Chart
Occurrence
AOR
Access Rights
Financing
Playbook
As needed
Tim Quock
Corporate Finance
[409A valuation process]
Playbook
Annual
Elad Rosenberg
Corporate Finance

Roles and access rights

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.
Access Role
Members
Finance
All of Finance (Finance and Accounting)
All of Accounting
Payroll
Payroll Team Only
All of Mattermost Staff
MLT
Executive Team Only
G&A
All of G&A
Equity
Finance team members that are allowed to view equity
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Accounting overview
Treasury
Revenue and accounts receivable
Prepaid assets
Fixed assets
Procurement and accounts payable
Payroll
Equity
Expenses
Intercompany
Corporate accounting and consolidations
Taxes
Systems
Corporate finance overview
Budget
Financial, planning and analysis (FP&A)
Financing
Roles and access rights