Help & guide

Cash Flow

The home page is your weekly triage: a single running-cash ledger in date order, starting from the bank balance. Each row moves the running total; it turns red where you’d go negative.

• Deposits (Square in-transit + receivables) add to cash on their date.
• Reserved rows (🔒) are non-negotiable — critical vendors, recurring obligations, and artist payouts. They’re always subtracted.
• Discretionary bills are ranked by Claude; Snooze one to free its cash for the next priority (the running total updates instantly), or Mark paid.
• Every QBO-backed bill has a “QBO ↗” link to open it in QuickBooks for troubleshooting.
• Available to allocate = bank balance + counted Square deposits − reserved − safety buffer. Receivables are shown for context but not counted (too unpredictable).

Receipts

Every vendor invoice the bills pipeline processes lands here — whether it posted to QBO or needs a look — so you can correct what the AI read and book it, with no email back-and-forth.

• Statuses: Needs review (extracted, awaiting you) · In QBO ✓(booked) · Error · Ignored.
• Expand a row to fix vendor, amount, GST, dates, expense account, etc. Saving an expense account / tax rule teaches that vendor for next time.
• Accuracy check: posted receipts show ✓ (amount + GST match QuickBooks) or ⚠ with the gap, so old/incorrect entries surface.
• PST is booked as a deductible expense line (it’s non-recoverable, so not a tax credit). Tips book with no GST.
• Combine a split expense (itemized bill + card slip): open the itemized receipt → “Combine another receipt into this one” → pick the slip → set the total. The tip is added automatically and both images attach to QBO.
• Note → QBO memo: what you type in the note posts to the QBO transaction (e.g. who attended a meal — required to substantiate meals & entertainment).
• Delete & re-post: on a posted receipt this removes the old QBO entry and books the corrected one (use it to fix the PST/old entries flagged ⚠).
• A “Posting…” badge persists while a post is in flight, even if you leave and come back.

Deposits

Turns each Square payout into a categorized QBO deposit whose total equals the bank line to the cent — the bank feed then auto-matches it. Replaces the old accept-then-adjusting-JE routine. (Eventbrite remittances aren’t split — they stay on the cash forecast and get matched in the bank feed directly.)

• Where the split comes from: Square’s own payout ledger (exact gross, fees, and the 10% loan holdback) + the catalog category of every item sold that day.
• Map once: the mapping table at the bottom ties each Square category (and the fixed roles: fees, loan holdback, tips, refunds) to a QBO account + tax code. Saving a mapping immediately fills every pending split.
• Posting rules: a split posts only when every line has an account, the lines sum exactly to the deposit (the Σ chip), and the payout has landed (“in transit” rows wait). Nothing posts without your click.
• Tax: the GST/PST Square collected rides each split as its own tax lines — the exact cents from the register, never recomputed from a rate — and income lines are pre-tax. Posting books the taxes through QBO’s sales tax module, so the Sales Tax Centre and your returns track the true obligation. Two one-time mappings: each “Square tax” row picks its QBO sales tax rate, and each taxed income category picks a QBO tax code that carries those rates (e.g. alcohol → a combined GST + PST Liquor code, soft drinks → GST/PST BC) — QBO only accepts tax amounts for rates that some line’s code carries. After every post a check verifies QBO booked the exact bank amount, and deletes + errors if not. Check the first posted deposit in QBO before doing them in bulk.
• Delete & re-post works like receipts; posted rows show ✓/⚠ against what QBO actually booked.

Vendors

Set each vendor’s tier — critical (reserved, paid first), important, or deferrable — and free-text notes. Both are fed into Claude’s ranking every run, so this is your main lever for teaching it who to pay first. Changes save as you type.

Data & obligations

The Data page validates everything ingested from QBO and is where you manage recurring items.

• Bank balance breakdown — which QBO accounts count as spendable cash (set on Settings); clearing/contra accounts are excluded.
• Forecast math — the exact available-cash calculation.
• All ingested items — every bill/inflow with its QBO id, to reconcile against QuickBooks.
• Recurring obligations — add rent, a loan paydown like SQRQ, etc. Set the amount, frequency, and an optional outstanding balance (you maintain it by hand — it isn’t auto-amortized, since it can grow or be forgiven). These appear on the cash ledger as reserved outflows each period. Overdue ones show too if you’re behind (e.g. last week’s + this week’s payment); each recurring row on the ledger has a Mark paid button. Set the obligation’s starting date to the first date you owe from.
• Long-term liabilities: for a loan vendor like SQRQ, tick “LT liability” on the Vendors page — its QBO bills move off the cash view to the Liabilities page (so they don’t distort weekly triage), and you track the real payment as a recurring obligation here.
• Artist payouts come from the event tracker (deal terms + sales): guarantees are exact, door splits are estimated from ticket sales and firm up at settlement. They show as reserved “Artist: …” rows on their settlement due date.

Settings

Safety buffer (cash you never spend below), forecast horizon(default 5 weeks), the counted bank accounts, and a manual balance override for when the QBO bank feed lags.

How “Refresh” works

One Refresh button in the top nav does everything, and the “updated …” marker next to it shows when it last ran (from the button or the nightly job). A single click runs:

• QBO open bills + bank balance + chart of accounts
• Square pending deposits
• Recurring obligations (rent, SQRQ, …)
• Artist payouts owed (from the event tracker)
• The Receipts ↔ QBO comparison (✓/⚠) + catches transactions deleted in QBO
• Re-ranks the weekly payment run

The nightly job runs the same refresh ~6 AM PDT. So if a posted receipt’s ✓/⚠ comparison is blank (e.g. just after a re-post), one Refresh brings it back.

Changelog