Finance Supercube

What it is

Small finance teams spend most of their month on collection, not analysis: chasing invoices, keying supplier bills, matching bank lines, reconciling, closing, and then rebuilding the same management report in a spreadsheet. The analysis everyone wants, cash in twelve weeks, margin by customer, which suppliers are drifting, happens if there is time left. There rarely is.

The Finance Supercube installs a working finance operation on top of your accounting system, not instead of it. It seeds tables for customers, suppliers, invoices, bills, payments, bank lines, budgets, forecasts and the close checklist. It declares agents for payables, receivables, the close, cash and reporting. It connects to the ledger you already use so the ledger stays the system of record, and it publishes apps for the parts of finance that everyone else in the company touches: raising a purchase request, submitting an expense, seeing whether a customer has paid.

After installation, a supplier bill arrives by email, the AP Clerk agent reads it, matches it to a purchase order, codes it, and puts it in the approval queue with its reasoning attached. The budget holder approves on their phone. The bill posts to Xero. Every Monday the Cash Controller agent has the 13-week forecast ready with the assumptions it changed since last week highlighted. On working day three the Close Manager agent reports which checklist items are done, which are blocked, and which reconciliations it could not explain.

Who it is for

Companies of 10 to 500 people with a finance function of one to ten people, typically a finance manager or controller, one or two bookkeepers or accountants, and a founder or MD who signs off on payments. Also suitable for outsourced accountants running the function for several client companies, one KyoubeAI company per client.

Agents

Agent	Role	Owns	Harness preference
AP Clerk	general	Supplier bills: capture, PO matching, coding, approval routing, payment runs	Claude Code
AR Clerk	general	Customer invoices: issuing, statements, dunning, allocation of receipts	Claude Code
Close Manager	general	The month-end checklist, reconciliations, accruals, exceptions	Claude Code, then pi
Cash Controller	analyst	Bank feeds, the 13-week cash forecast, payment-run timing	Claude Code
Reporting Analyst	analyst	Management accounts, variance commentary, budget versus actual, board pages	Claude Code

Data

Table	Purpose	Key fields
customers	Customer master, shared with Sales	name, ledger_id, terms, credit_limit, contact
suppliers	Supplier master, shared with Supply Chain	name, ledger_id, terms, bank_verified, category
sales_invoices	Invoices issued, mirrored from the ledger	customer, number, issued, due, total, paid, status
supplier_bills	Bills received and their approval state	supplier, number, received, due, total, po, approver, status
payments	Receipts and payments, allocated	direction, counterparty, amount, date, method, allocated_to
bank_lines	Bank feed lines and their match state	account, date, amount, description, matched_to
purchase_requests	Requests raised by staff before a PO exists	requester, description, amount, budget_line, status
expenses	Staff expense claims and receipts	claimant, date, amount, category, receipt, status
budget_lines	The approved budget by line and period	line, period, amount, owner
forecast_weeks	The rolling 13-week cash forecast	week, opening, receipts, payments, closing, assumptions
close_tasks	The month-end checklist, one row per task per period	period, task, owner, due_day, status, evidence
journals	Accruals, prepayments and adjustments proposed by agents	period, description, lines, proposed_by, approved_by, posted

Added a stage column to contacts.

Workspace

Sales

contacts

deals

pricing.md

Launch

launch-page.md

contacts3 rowsreadwriteschema

name	stage	created by
Ada Lovelace	lead	Analyst
Grace Hopper	customer	GGrace
Linus Torvalds	lead	Builder

Data sources

• The ledger. Xero, QuickBooks Online, Sage or NetSuite is the system of record. Chart of accounts, contacts, invoices, bills and bank transactions sync in; approved bills, issued invoices and approved journals post out.
• Bank and payment feeds. Open-banking feeds from Starling, Revolut Business, Wise, or through the ledger's own feed; Stripe and GoCardless for card and direct-debit receipts.
• Email. Supplier bills and customer remittances arriving in a shared mailbox in Google Workspace or Microsoft 365, read by the AP and AR clerks.
• Uploads. Receipts photographed into the expenses app, PDFs dropped into the Files tab, budget spreadsheets uploaded once a year.
• Other supercubes. Purchase orders from Supply Chain, bookings and deal values from Sales, payroll totals from People.
• Derived. Forecast assumptions, variance commentary, matching confidence and the exceptions list.

Apps

• Approvals inbox. Bills, purchase requests, expenses and journals waiting for the signed-in person, with the agent's reasoning and the documents. Used by budget holders and the MD.
• Purchase request. A short form for staff to ask before they buy. Used by everyone.
• Expenses. Photograph a receipt, pick a category, submit. Used by everyone.
• Cash forecast. The 13-week view with assumptions editable by finance and a scenario toggle.
• Debtors and creditors. Ageing by counterparty, promise-to-pay notes, next chase date.
• Close board. The month-end checklist as a board, by owner and day.
• Management accounts. P&L, balance sheet and cash flow versus budget and prior year, with the Reporting Analyst's commentary. Feeds the General Management board pack.

Connectors

Group	Target systems	Flows in	Flows out
Ledger	Xero, QuickBooks Online, Sage, NetSuite	Chart of accounts, contacts, invoices, bills, bank transactions, trial balance	Approved bills, issued invoices, approved journals, contact updates
Banking	Starling, Revolut Business, Wise, open-banking aggregators	Bank lines, balances	Payment-run files, never direct payment execution
Payments	Stripe, GoCardless	Receipts, payouts, fees	Payment links on invoices
Email	Google Workspace, Microsoft 365	Supplier bills, remittance advice	Invoices, statements, dunning letters
Chat	Slack, Microsoft Teams	Approval replies	Approval requests, weekly cash summary
Payroll	Via the People Supercube	Payroll journals	Nothing

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Process automations

Bill to payment Trigger: an email with an attachment lands in the bills mailbox. Steps: the AP Clerk extracts supplier, number, date, lines and total; matches to an open PO from Supply Chain or to a purchase request; codes to the chart of accounts; checks the supplier's bank details against the verified record; queues for approval with its confidence and reasoning. Checkpoint: the budget holder approves in the inbox; a second approver above a threshold. Output: the bill posts to the ledger and joins the next payment run.

Payment run Trigger: routine, Thursday 10:00. Steps: the Cash Controller lists approved bills due, checks the forecast for the week, proposes what to pay now and what to hold, and produces the payment file. Checkpoint: the MD or finance manager approves the run; payment is executed by a person in the bank. Output: run recorded, remittances emailed by the AP Clerk.

Dunning Trigger: routine, daily 09:00. Steps: the AR Clerk finds invoices past due, checks for unallocated receipts first, then sends the next letter in the sequence (reminder, statement, final notice) matched to the customer's terms and history, and records promises to pay. Checkpoint: the final notice and any hold on service goes to a person. Output: chased, promises logged, next chase dated.

Bank reconciliation Trigger: bank lines arrive. Steps: the Close Manager matches lines to invoices, bills, payroll and known recurring items, posts the obvious matches, and lists the rest with a suggested match. Checkpoint: a bookkeeper confirms the suggestions. Output: reconciled, exceptions listed on the close board.

Month-end close Trigger: routine, first working day. Steps: the Close Manager opens the checklist for the period, assigns tasks, proposes accruals and prepayments as journals from recurring patterns and open POs, runs the reconciliations, and reports daily. Checkpoint: every journal is approved by the controller before posting. Output: close complete by the target day, evidence attached to each task.

Management accounts Trigger: close marked complete. Steps: the Reporting Analyst pulls the trial balance, builds the statements against budget and prior year, writes variance commentary for lines outside tolerance, and drafts the finance pages for the board pack. Checkpoint: the finance manager edits and approves. Output: published in the management accounts app and to General Management.

13-week cash forecast Trigger: routine, Monday 07:00. Steps: the Cash Controller rolls the forecast a week, replaces assumptions with actuals, pulls expected receipts from debtors and Sales bookings, expected payments from creditors, payroll and recurring items, and highlights what changed. Checkpoint: none for the refresh; the finance manager reviews before it goes to leadership. Output: forecast current, changes summarised in chat.

By industry

Professional services firm. Work in progress and unbilled time from the Operations Supercube feed the AR Clerk, which drafts invoices from approved timesheets at each billing milestone. The forecast weights receipts by client payment history. Lock-up days is a headline KPI.

E-commerce brand. Stripe and marketplace payouts reconcile against orders from the Supply Chain Supercube; fees and refunds are coded automatically. Inventory purchases dominate payables, so the payment run is planned against stock arrivals and sales velocity. Margin by product and channel is a standard report.

Manufacturer. Three-way matching: bill, PO and goods receipt from Supply Chain. Accruals for goods received not invoiced are proposed every close. Job costing rolls up from works orders. Capital equipment sits in the Operations asset register and depreciation journals are proposed monthly.

Construction contractor. Applications for payment and retentions replace simple invoices; the AR Clerk tracks certified versus applied amounts and retention release dates. Subcontractor bills are checked against the CIS deduction rules and the subcontractor's verification status before approval.

Non-profit. Restricted and unrestricted funds are tracked on every transaction; the Reporting Analyst produces a statement of financial activities and a funder-specific report per grant. Grant drawdown claims are assembled from coded expenditure with evidence attached.

SaaS company. Deferred revenue schedules are built from Sales contracts and recognised monthly by proposed journal. ARR, net revenue retention and CAC payback are computed from the invoice and Marketing spend tables and published to the General Management scorecard.

Guard rails

• Agents never move money. Payment runs are files and lists that a person executes in the bank. Bank details on a supplier change only through a person, with the change audited.
• Every bill, journal and payment run is approved by a named person in the approvals inbox. Thresholds and second approvers are set per company in the suite's settings.
• The AP and AR clerks get write on the tables the suite seeds; the Close Manager gets write; the Reporting Analyst gets read plus read-only SQL. None gets schema unless an admin grants it.
• Ledger writes go through the connector with the least privilege the ledger offers, and every write is logged with the KyoubeAI approval that authorised it.
• Viewers outside finance see the apps meant for them: purchase requests, expenses and their own approvals. They never see the bank lines.

Not in the box

• It is not an accounting system. It needs Xero, QuickBooks, Sage or NetSuite behind it and keeps them as the system of record.
• It does not execute payments, file tax returns or submit statutory accounts. It prepares; people and the ledger's own filing features submit.
• It does not do payroll. Payroll totals arrive from the People Supercube or from the payroll provider's journal.
• It does not audit itself. The evidence trail is designed to make an external audit faster, not to replace one.