# Monthly close

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](/docs/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:

| Account | Debit | Credit |
|---|---|---|
| 5100 AI inference | $8,912.40 | |
| 6110 AI inference - R&D | $1,204.77 | |
| 1350 Prepaid AI credits | | $2,500.00 |
| 2150 Accrued AI costs | | $7,617.17 |

## 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.