> ## Documentation Index
> Fetch the complete documentation index at: https://docs.mithunai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Finance employee: books, receipts, approvals and the close

> The Finance AI employee reviews Ramp receipts, drafts bills and invoices in QuickBooks or Xero, fixes coding and runs the close. It never moves money.

The **Finance** employee works in your books and your card spend. It reviews card charges for missing
receipts and out-of-policy spend and reminds each cardholder of their own; drafts a bill or an
invoice copied from that vendor's or customer's last one; proposes moving uncategorised bill lines to
the account the vendor's other bills use; runs a numbered month-end checklist; reminds approvers and
close owners; and answers policy questions from your knowledge, with sources.

**It never moves money, and never approves, pays, refunds or transfers anything.** No such action
exists for it, and a request to pay is answered with that sentence. Every write to your books waits
for a person, every time.

> [!WARNING]
>
> In **beta**, off unless your deployment has switched it on. QuickBooks Online, Xero, Ramp,
> Expensify, Stripe and Slack connect with an app or token you create; **none has been run against a
> real account yet**. See [Connect your tools](https://docs.mithunai.com/team/connect-your-tools.md) and [AI
> employees](https://docs.mithunai.com/team/overview.md).

## What it does

It sorts each request with a fixed table of phrases, and the sorting only narrows what happens:

| You ask | Sorted as | What it does |
| - | - | - |
| "missing receipts", "out of policy", "policy violations", "card spend", "expense review" | **Receipts review** | Reads the last 31 days of card spend in Ramp. Lists each charge with no receipt above your threshold and each one Ramp flagged, numbered as evidence, and drafts a reminder to each cardholder |
| "draft a bill", "record a bill", "add a bill" | **Draft a bill** | For the one vendor in your books the request names, copies that vendor's latest bill -- its account, currency and amount -- into a draft you check and approve |
| "draft an invoice", "raise an invoice", "create an invoice" | **Draft an invoice** | The same for the one customer named, from their latest invoice. Never sent to the customer |
| "uncategorized", "re-code", "coding", "bookkeeping" | **Bookkeeping** | Finds bill lines on an uncategorised account and proposes the account the same vendor's other bills use |
| "month-end", "the close", "close checklist" | **Month-end close** | A numbered checklist from your books and card spend -- uncategorised lines, drafts not yet approved, overdue receivables, bills due this month, charges without receipts -- with the proposals it leads to |
| "chase", "nudge", "remind", "pending approvals" | **Chase approvals** | Reminds each approver of what waits on them |
| "pay", "payment run", "release the payment" | **Payment** | Answers that it does not pay, prepare payments or release them. Nothing is prepared |
| Anything else | **Policy question** | Answers from your knowledge with its sources, and never guesses |

Each review **numbers its evidence** (`E1`, `E2` ...) and says **what it did not read**: Ramp's
written expense policy (out of policy means Ramp's own flags), bank feeds and reconciliations,
documents beyond the 50 most recent, and any tool that is not connected.

For a weekly receipts review, add a [schedule](https://docs.mithunai.com/team/schedules-and-daily-summary.md) with a brief such as
"Weekly review: receipts missing or out of policy". A scheduled run has nobody to answer, so it
drafts only the cardholder reminders; the checklist is in the task's record.

## What it reads

| Source | What it reads |
| - | - |
| QuickBooks Online or Xero | The 50 latest bills and invoices with their lines, vendors, customers and accounts |
| Ramp | Card transactions of the last 31 days, receipt counts, Ramp's policy flags, and the email of each cardholder a finding concerns |
| Expensify | Expenses of the last 31 days, whether each has a receipt, and the submitter's email. Not report status or policy |
| Stripe | Invoice and payment status of the invoices you bill |
| Your knowledge | Your expense and invoice policies, through your assistant |
| The request | Who asked, the subject and the details |

**Every amount it proposes is one your books hold, in the currency they hold it in.** Amounts,
accounts and bank details in a message, a memo or a line description are never read, and every
reminder goes to the person your books or Ramp name -- never to an address in text.

## What it proposes

| Action | What you can edit | Waits for a person |
| - | - | - |
| **Read bills, invoices, contacts and accounts**, **card transactions** | -- | Never: reads only |
| **Add a bill to your books** (a draft in Xero; QuickBooks records it unpaid) | The description, amount and due date | **Always**, and never "Always allow" |
| **Add an invoice to your books, not sent** (a draft in Xero) | The description, amount and due date | **Always**, and never "Always allow" |
| **Code a bill line to another account** | Nothing | **Always**, and never "Always allow" |
| **Answer in chat**, **Send a reminder in chat** | The message | By default; you can switch it off |

You can change an amount before approving; you cannot change which vendor, customer or account it
goes to -- reject it instead. QuickBooks Online has **no draft bills or invoices**: approving one
records it unpaid, and nothing here can pay it. In Xero it is always a draft, and a person approves it
in Xero.

## Tools it can connect

| Tool | Works with today | Not yet |
| - | - | - |
| Accounting and bookkeeping | **QuickBooks Online** or **Xero**, one at a time, with your own app | -- |
| Card spend and receipts | **Ramp** or **Expensify**, one at a time, read only | -- |
| Invoices and payments | **Stripe**, with a restricted key | -- |
| Expenses and approvals | -- | SAP Concur, Coupa |
| Team chat | **Slack**, with a bot token | Microsoft Teams |

## Limits

* **No money moves, ever.** There is no action that pays, transfers, refunds, approves or changes a
  card or a limit, and a test fails if one is added.
* **One set of books at a time.** QuickBooks Online or Xero, not both.
* **Ramp and Expensify are read only.** Nothing is approved, returned or reimbursed in Expensify from here. A reminder goes to the cardholder through Slack, after a person approves it.
* **Drafts copy the last document.** With no earlier bill or invoice for that contact, it drafts
  nothing and a person adds it in the books.
* **Tax is the books' default.** A draft line carries no tax code of its own.
* **Not yet run against a real account** of any of these vendors.

## Related

* [Connect your tools](https://docs.mithunai.com/team/connect-your-tools.md)
* [Approvals](https://docs.mithunai.com/team/approvals.md)
* [Approval policy](https://docs.mithunai.com/team/approval-policy.md)


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