Monthly close

Classify AI spend, book what providers billed, draw down credits, accrue the rest, and export journal entries for QuickBooks Online and Xero.

Included in Team; a $99/month add-on on Pro. Owners, admins and finance members can use it.

What the close produces

For each month:

1. Costs per provider. A bill you entered for the month, if there is one; otherwise what a cost connection imported; otherwise your tracked spend.

2. Classification. Each call is classified by its project, then its feature, then its environment, then a default:

   Category	Typical use
   Cost of revenue	AI that serves customers in production
   Research and development	Research programs, model evaluation, development and staging
   Sales and marketing	AI used for outreach or marketing content
   General and administrative	Internal tools for the company

   Billed costs are split in the same proportions as the tracked calls. Spend that was billed but never tracked goes to the default category.

3. Credits. Usage covered by promotional credits cost you nothing, so it isn't booked. Usage covered by prepaid credits is credited to your prepaid credits account (see Credits).

4. Accrual. The rest is credited to accrued AI costs on the last day of the month, with a reversing entry on the first day of the next month, so the provider's invoice can be booked as usual when it arrives.

5. Method. A plain-English description of how the numbers were produced, including the price-book version.

A typical entry:

Set it up

On the Close page, set your default category, rules by project, by feature and by environment, and the names of your six accounts. A company that uses AI internally usually needs only project rules: drug-discovery to R&D, support-ops to G&A. Start account names with their code (5100 AI inference); the Xero export uses the first word as the account code.

Approve and export

Once a month has ended, review it and Approve. The entries are frozen in a snapshot: later data changes don't move an approved month until you reopen it. Export to:

• QuickBooks Online: Journal entries import (columns JournalNo, JournalDate, AccountName, Debits, Credits, Description, Name).
• Xero: Manual journals import (columns *Narration, *Date, Description, *AccountCode, *TaxRate, *Amount).

For your files or your auditor, Print or save as PDF gives a plain black-on-white copy of the month: figures, sources, journal entries and the method.

On the first days of each month, finance members get an email that the previous month's close pack is ready.