Monthly Expense Entry
Bank transactions become a categorized finance sheet, the sheet becomes QuickBooks entries, and the P&L confirms the month looks like every other month. The routine is mechanical; the judgment calls are named and scheduled.
One close, four beats
The close starts and ends with the P&L. In between, expenses are entered in two passes: Vietnam first, then US.
Run the P&L and compare to prior months before entering anything.
Break down the bank transactions, fill the finance tracking sheet, enter in QuickBooks.
Itemize the US expense sheet into QuickBooks, one expense entry per vendor.
Check pass-throughs against invoices, run the P&L again, flag anything weird.
Creating the expense entries
Run the P&L and compare the month to prior months. The business barely changes, so any line that moved is either real news or an entry error. Note every inconsistency to resolve during the close.
From the Vietnam bank transactions, separate out:
- Payroll
- Social insurance payments
- PIT (personal income tax) payments
- Everything remaining is other expenses
Then label which expenses belong to AIO.
Open the finance tracking sheet and fill the columns: payroll, social insurance, PIT, other expenses. Then break up the Edge8 expenses:
- Staffing
- Operations
- Edge8 expenses
- Whatever is left over = AI program contractors
Agree the AIO expense allocation with Dave before entering it. This includes speaking fees. Do not enter AIO numbers without this conversation.
- One expense entry for the Vietnam total from the finance tracking sheet
- One entry per Edge8 category: staffing, operations, Edge8 expenses, AI program contractors
- All entries are direct payments from the checking account
Take the US expense sheet and create one expense entry per vendor. Be careful to categorize Project Expenses (pass-through) vs direct expenses.
Project Expenses must match invoices on pass-through income. Report every mismatch; do not absorb it. Invoices come from the monthly invoicing workflow, which runs separately.
Run the P&L and spot-check month-over-month consistency. Flag anything weird for a conversation; never fix silently.
The seven elements
Every workflow we document has the same anatomy: seven elements, each assigned to a human, a machine, or both. This is the Centaur Map from our workflow design method.
Month end, when the bank transactions are available. The close runs on a rhythm, not a mood.
Vietnam bank transactions, the US expense sheet, and the finance tracking sheet that structures both.
AIO allocation and pass-through vs direct categorization. The judgment calls are named and scheduled, not improvised.
The tracking sheet routes every line into its category: payroll, social insurance, PIT, and the Edge8 breakdowns.
QuickBooks expense entries: one per category on the Vietnam side, one per vendor on the US side.
Entered directly into QuickBooks as direct payments. No accounts payable, nothing accrued.
The P&L, run before and after. Month-over-month consistency is the error detector; anything that moved gets explained.