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Handbook update: quarterly finance checks (#16358)

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Changes to the handbook instead of an issue template as directed here:
https://github.com/fleetdm/confidential/pull/5075/files

# Checklist for submitter

If some of the following don't apply, delete the relevant line.

<!-- Note that API documentation changes are now addressed by the
product design team. -->

- [ ] Changes file added for user-visible changes in `changes/` or
`orbit/changes/`.
See [Changes
files](https://fleetdm.com/docs/contributing/committing-changes#changes-files)
for more information.
- [ ] Documented any permissions changes (docs/Using
Fleet/manage-access.md)
- [ ] Input data is properly validated, `SELECT *` is avoided, SQL
injection is prevented (using placeholders for values in statements)
- [ ] Added support on fleet's osquery simulator `cmd/osquery-perf` for
new osquery data ingestion features.
- [ ] Added/updated tests
- [ ] If database migrations are included, checked table schema to
confirm autoupdate
- For database migrations:
- [ ] Checked schema for all modified table for columns that will
auto-update timestamps during migration.
- [ ] Confirmed that updating the timestamps is acceptable, and will not
cause unwanted side effects.
- [ ] Manual QA for all new/changed functionality
  - For Orbit and Fleet Desktop changes:
- [ ] Manual QA must be performed in the three main OSs, macOS, Windows
and Linux.
- [ ] Auto-update manual QA, from released version of component to new
version (see [tools/tuf/test](../tools/tuf/test/README.md)).
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Nathanael Holliday 2024-02-06 18:44:54 -06:00 committed by GitHub
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5
handbook/business-operations/README.md
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@ -181,7 +181,9 @@ No later than the second month of every quarter, we check [Delaware divison of c
### Check finances for quirks
Every quarter, we check Quickbooks Online (QBO) for discrepancies and follow up on quirks.
- Check to make sure [bookkeeping quirks](https://docs.google.com/spreadsheets/d/1nuUPMZb1z_lrbaQEcgjnxppnYv_GWOTTo4FMqLOlsWg/edit?usp=sharing) are all accounted for and resolved or in progress toward resolution.
- Check balance sheet and profit and loss statements (P&Ls) in QBO against the [monthly workbooks](https://drive.google.com/drive/folders/1ben-xJgL5MlMJhIl2OeQpDjbk-pF6eJM) in Google Drive.
- Check balance sheet and profit and loss statements (P&Ls) in QBO against the latest [monthly workbooks](https://drive.google.com/drive/folders/1ben-xJgL5MlMJhIl2OeQpDjbk-pF6eJM) in Google Drive.
- Reach out to Pilot with any differences or quirks, and ask them to resolve/provide clarity. This often will need to happen over a call to review sycnhronously.
- Once quirks are resolved, note the day it was resolved in the spreadsheet.
### Report quarterly numbers in Chronograph
Follow these steps to perform quarterly reporting for Fleet's investors:
@ -286,6 +288,7 @@ The following table lists this department's rituals, frequency, and Directly Res
| Monthly accounting | Monthly | Create [the monthly close GitHub issue](https://fleetdm.com/handbook/business-operations#intake) and walk through the steps. (This process includes fulfill the monthly reporting requirement for SVB.) | Nathanael Holliday |
| "The numbers" monthly financial check | Monthly | Each month, update the inputs in ["The numbers"](https://docs.google.com/spreadsheets/d/1X-brkmUK7_Rgp7aq42drNcUg8ZipzEiS153uKZSabWc/edit#gid=2112277278) spreadsheet to reflect the actuals for recurring non-personnel spend, and identify any unexpected increase or decrease in spend. | Head of Business Operations |
| Quarterly grants | Quarterly | Create [the quarterly close GitHub issue](https://fleetdm.com/handbook/business-operations#intake) and walk through the steps. | Nathanael Holliday |
| Quartlery finance check | Quartlery | See [Check finances for quirks](https://fleetdm.com/handbook/business-operations#check-finances-for-quirks). |Head of Business Operations |
| AP invoice monitoring | Weekly | Look for new accounts payable invoices and make sure that Fleet's suppliers are paid. | Nathanael Holliday |
| Tax preparation | Annually on the first week of March | Provide information to tax team with Deloitte and assist with filing and paying state and federal returns | Nathanael Holliday |
| Vanta check | Monthly | Look for any new actions in Vanta due in the upcoming months and create issues to ensure they're done on time. | Nathan Holliday |