The weekly rhythm
- Reconcile the bank. Weekly, not monthly. A week of unmatched lines is an hour; a month is a day. See Reconciliation.
- Review what the agents did. Anything an AI proposed and a person accepted is still that person's work. The audit log records both halves.
- Clear the approval queue. Approvals that sit are the most common cause of a slow close.
- Look at the exceptions, not the successes. Every module surfaces what failed; that is the list worth reading.
The monthly close
The close is the recurring test of whether the books are right, and it is the single best signal about the health of the whole workspace. A close that takes longer each month is telling you something upstream is broken — usually posting rules that no longer match reality, or a bank feed nobody reconciled.
Bank, card, and any clearing account. A clearing account with a balance is an error, not a balance.
Through Journal entries, with a description a stranger could follow.
Close tracks the steps and who signed off which.
Fiscal periods. A locked period refuses postings, which is the whole point.
And send them to whoever needs them, from the same place, so the version everyone quotes is the same version.
The monthly access review
Ten minutes, once a month, and it is the control most companies skip. Open Members and answer three questions: has anybody left, does anybody have a module they no longer need, and is there still more than one administrator.
| Check | Where | Frequency |
|---|---|---|
| Leavers removed | Settings → Members | Monthly |
| Module access still right | Admin → Module access | Monthly |
| More than one admin | Settings → Members | Monthly |
| Sessions and MFA | Settings → Security | Quarterly |
| API keys still used | Settings → API keys | Quarterly |
| Unused modules turned off | Settings → Modules | Quarterly |
Removing a membership stops new hand-offs, but a module that has already minted its own session may honour it until it expires. For a departure that matters, remove the membership and revoke the sessions.
Watching AI spend
Several modules run models on your behalf — classification in Accounting, agents in Marketing and Phony, drafting in Legal. Admin → AI usage shows what was spent and by which module. It is worth a monthly glance for the same reason a phone bill is: usage patterns change quietly, and the first sign is usually a number rather than a complaint.
AI usage
March 2026
What this does not do
Reports are run and exported. There is no subscription that mails a P&L on the first of the month.
AI usage is visible but does not notify you when it moves. Look at it deliberately.
The review is a person opening a page, not a task the system raises.
Questions
How long should a close take?
For a small company on a reconciled ledger, one to three days. If yours is growing, something upstream is drifting.
Who should hold the platform admin role?
Two people, one of whom is not the person who set it up.
Do we need an annual anything?
Confirm the fiscal year settings before the year rolls, and check your retention against what is actually stored.