operations-playbook.md

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

Flowchart Link

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
Banking and treasury walkthrough	SVB FRB Transferwise Accrualfiy	Process Narrative		Daily	Ben Graham	Accounting
Payments via Accrualify	Accrualify Netsuite	Playbook		Weekly	Jeff Dynda	Accounting
Create wire via Transferwise	Transferwise Netsuite	Playbook		Weekly	Jeff Dynda	Accounting
Pay ROW staff via Transferwise	Transferwise Netsuite	Playbook		Weekly	Jeff Dynda	Accounting
Settel funding between subsidiaries	Netsuite	Playbook		Monthly	Ben Graham	Accounting
Divvy virtual credit card walkthrough	Divvy Netsuite	Process Narrative		Weekly	Ben Graham	Accounting
Issue, book, monitor, and reconcile divvy corporate cards	Divvy Netsuite Accrualify	Playbook		Weekly	Ben Graham	Accounting
Reconciling cash	Netsuite	Playbook		Weekly	Jeff Dynda	Accounting
Manage and reconcile Paypal	Netsuite Paypal	Playbook		Weekly	Jeff Dynda	Accounting
Cash disbursement waterfall	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
Lead to contract walkthrough	SFDC	Process Narrative		Daily	Ben Graham	Mattermost
Order management training videos	SFDC	Drive		Daily	Nikki Johnson, Jeff Dynda	Accounting
Order management resources	SFDC	Drive		Daily	Nikki Johnson, Jeff Dynda	Accounting
Non-production key license provisioning	Netsuite	Playbook		As needed	Jeff Dynda	Accounting
[True-up customer seats]	SFDC	Playbook		Quarterly	Jeff Dynda	Accounting
Review Netsuite sales orders	Netsuite SFDC	Playbook		Daily	Jeff Dynda	Accounting
Accounts receivable walkthrough	Netsuite	Process Narrative		Daily	Ben Graham	Accounting
Book self-serve and cloud billing orders	Netsuite Stripe	Playbook		Daily	Jeff Dynda	Accounting
Cloud and sales-serve reconciliation	Netsuite Stripe	Playbook		Monthly	Jeff Dynda	Accounting
Recognize revenue for self-managed and cloud sales-serve and self-serve sales	Netsuite	Playbook		Monthly	Ben Graham	Accounting
Accounts receivable reconciliation and rollforward	Netsuite	Playbook		Monthly	Jeff Dynda	Accounting
Initiating customer credit freeze	Netsuite SFDC	Playbook		Weekly	Jeff Dynda	Accounting
Accounts receivable write-off	Netsuite	Playbook		Quarterly	Jeff Dynda	Accounting
Issuing SLA credits	Netsuite Stripe	Playbook		As needed	Ben Graham	Accounting
Record deferred revenue	Netsuite	Playbook		Monthly	Ben Graham	Accounting
Build revenue metrics for month-end close	Netsuite	Playbook		Monthly	Ben Graham	Accounting
Create items and SKUs	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
Prepaids assets month-end close	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
Fixed asset walkthrough	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
Accounts payable walkthrough	Netsuite Accrualify	Process Narrative		Daily	Jeff Dynda	Accounting
Running procurement at Mattermost	Netsuite Accrualify	Playbook		Weekly	Jeff Dynda	Finance
[Entering bills and classification practices]	Netsuite Accrualify	Playbook		Daily	Jeff Dynda	Accounting
Accruals at month-end	Netsuite Accrualify	Playbook		Monthly	Ben Graham	Accounting
AWS accrual at month-end	Netsuite Accrualify	Playbook		Monthly	Ben Graham	Accounting
How to account for a Hackathon event	Netsuite Accrualify	Playbook		As needed	Jeff Dynda	Mattermost
Example: Hackathon event	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 walkthrough	Deel	Process Narrative		bi-monthly	Ben Graham	Accounting
US Payroll	Netsuite TriNet	Playbook		Weekly	Jeff Ho	Payroll
International Payroll	Netsuite Vistra	Playbook		Monthly	Jeff Ho, Vistra	Payroll
401K Playbook	Netsuite Ubiquity	Playbook		Weekly	Jeff Ho	Payroll
Deel 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
Equity Narrative	Netsuite Banking	Process Narrative		Monthly	Tim Quock	Finance
[Stock-based compensation expense]	Netsuite	Playbook		Quarterly	Ben Graham	Equity
FAQ: exercising options	G-word	FAQ		As needed	Tim Quock	Mattermost
FAQ: Mattermost Stock Plan	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 process steps	Expensify	Playbook		Weekly	Ben Graham	Accounting
Setting expenses as Netsuite VBRs	Expensify Netsuite	Playbook		Daily	Jeff Dynda	Accounting
Adding members to Expensify	Expensify	Playbook		Daily	Ben Graham	Accounting
Adding New Categories and Classifications in Expensify	Expensify	Playbook		As needed	Ben Graham	Accounting
Expensify policy matrix	Expensify	Playbook		Weekly	Ben Graham	Accounting
Presentation: How to spend company money	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
Intercompany walkthrough	Netsuite	Process Narrative		Monthly	Ben Graham	Accounting
Intercompany loan and interest	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
Month-end close checklist	Netsuite	Playbook		Monthly	Ben Graham	Finance
Allocations	Netsuite	Playbook		Monthly	Ben Graham	Accounting
Approvals Matrix	G-sheet	Other		Weekly	Tim Quock	Mattermost
Legal structure and company information	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
Recording sales tax	Netsuite	Playbook		Quarterly	Ben Graham	Accounting
Record and pay WA sales tax	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
Overview of Celigo integration	Celigo Bamboo Netsuite SFDC	Playbook		As needed	Ben Graham	Finance
[Bamboo to Netsuite integration]	Celigo Bamboo Netsuite	Playbook		As needed	Ben Graham	Finance
Stripe to Netsuite integration	S-connector Netsuite Stripe	Playbook		As needed	Ben Graham	Finance
[SFDC to Netsuite integration]	Celigo Netsuite SFDC	Playbook		As needed	Ben Graham	Finance
Deel to Netsuite integration	Deel Netsuite	Playbook		As needed	Ben Graham	Finance
Non-posting discount items	Netsuite	Playbook		As needed	Ben Graham	Finance
Automated dunning process	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
Approving new headcount	G-sheet Excel	Playbook		Annual	Elad Rosenberg	Corporate Finance
Budget Process	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
Provisioning Req-Ids (TO BE UPDATED)		Playbook		As needed	Elad Rosenberg	Corporate Finance
Systems spend forecast		Playbook		Monthly	Elad Rosenberg	Corporate Finance
Marketing forecast		Playbook		Monthly	Elad Rosenberg	Corporate Finance

Financing

Internal processes and framework for loans, line of ccredits, 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)
Corporate Finance	FP&A
Accounting	All of Accounting
Payroll	Payroll Team Only
Mattermost	All of Mattermost Staff
MLT	Executive Team Only
G&A	All of G&A
Equity	Finance team members that are allowed to view equity