The Finance Manager makes sure that all financial and administrative process are done flawlessly which contributes to the company’s finances remaining dependable, robuust and up-to-date.
## Involved people
Active in finance manager role:
- [Daniël Laurentius](https://www.linkedin.com/in/dani%C3%ABl-laurentius-58224628a/)
## Tasks
1. **Take action on all incoming messages** of the [
[email protected]](mailto:
[email protected]) account to the correct recipient, which can be:
1. Forward invoice to the correct financial administration
2. Reply to email when you have sufficient mandate and competence to do so.
3. Forward email to relevant person when question should be answered by someone else.
4. Ignore email.
2. **Label all incoming and outgoing payments** in Moneybird
1. Each incoming payment which represent a payment towards an ‘Outgoing Invoice’. Usually the Moneybird software recognises these kind of payments an matches the payment to the outstanding invoice automatically.
2. Each outgoing payment which represents a cost should have an ‘Incoming Invoice’ linked to it. For costs lower than 20 EUR, the invoice does not necessarily need to be added. _(this is a pragmatic approach strikes a balance between the Dutch law which demands accountability for each payment to prevent fraud and the administrative burden this brings upon our organization)_
3. Each in- and outgoing payment that is balance mutation, no documentation is needed.
3. **Respond to messages within 5 working days** whenever people reach out to you on the personal email, a direct Slack message or in a dedicated Slack-channel as an @-mention.
4. At the start of each month, **create a draft invoice for each project that our company has registered any billable hours** for.
1. Preferably duplicate the previous month’s invoice.
2. Add to each invoice two attachments: 1) the Toggl hours Report ‘Summary’ and 2) the Toggl hours Report ‘Details’
3. Round down the Toggl hours to quarters, so 6:25 becomes 6:15.
4. Each invoice should contain at least the following components:
1. Reference (a text that concatenates the project code, client name, service and billing type)
2. Service (Service provided to the customer)
3. Project Code (based on the numeric logic of ‘PRXXXX’)
4. Budget (the monthly or fixed budget amount)
5. Work board (a link to the kanban-board per project)
6. Comments (a text describing project-specific agreements collaboration principles)
5. Inform the direct report that all draft invoices are ready for evaluation before send-out.
5. Create Invoices for Rental usage. Check out [usage tracking sheet](https://docs.google.com/spreadsheets/d/10fp8EySHtiYRu2z7n7NBrhGIh8VT__nO9v_Rd9GEzRs/edit?gid=0#gid=0).
## Checklist
We track the financial close of each month with our [Financial Checklist](https://docs.google.com/spreadsheets/d/1HDL_A0hpxamhzrHxgKeVf0q2RCQJQRPoU04CZnu0NKM/edit?gid=0#gid=0).
## Systems used
This role requires access to the following systems:
| System | Deep-link | Domain |
| --------- | -------------------------------------- | ------------------- |
| Moneybird | [moneybird.com](https://moneybird.com) | Accounting software |
| Airtable | [airtable.com](https://airtable.com) | Operations software |
| Gmail | [gmail.com](https://gmail.com) | Email software |
| Toggl | [toggl.com](https://toggl.com) | Hour-registration |
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> **The Mahabharata (4th Century BC)** – _“Wealth, if not properly controlled, acts like an untrained elephant, crushing and ruining all before it.”_