← Use cases/Example · Finance

Month-end close.
Books reconciled, nothing posted unsigned.

An example of what a finance team builds and runs on Xema. Agents reconcile the bank, the suppliers and the ledger, chase the receipts that are missing, and flag anything above your threshold for the controller’s approval. Nothing is posted without sign-off, every step of the close leaves a full audit trail, and a person decides everything that matters.

books in · closed period outend-to-end · signed off by peopleevery figure traceable
  1. 01Reconcile bank, suppliers, ledger
  2. 02Chase missing receipts
  3. 03Flag anomalies · a person decides
  4. 04Post approved entries only
  5. 05Close and file
Business outcome

Your finance team starts from a finished first pass, and nothing is posted without sign-off.

What Xema provides
  • Agents that do the matching and the chasing
  • Controller and finance director sign-off
  • A close pack with its full audit trail
01 The outcome

Not another spreadsheet.
A close that actually gets finished.

Every month the same work takes the finance team days: matching lines, chasing receipts, hunting for the entry that does not add up. Here an agent does the matching and the chasing, and your controller gets only what needs a judgment. Each sign-off records exactly which figures it covered, so months later what was approved is a stored fact rather than a reconstruction.

02 The process

Seven steps.
Two sign-offs.

01reconcile the bankEvery bank line is matched to the books. What does not match is listed with its amount and date.agent
02reconcile suppliersSupplier statements are compared with what the books say you owe. Differences are listed, supplier by supplier.agent
03reconcile the ledgerBalances are checked against their sources, and the entries that do not add up are set aside.agent
04chase missing receiptsThe agent asks each cardholder for the receipts still missing, and keeps track of who has answered.agent
05flag anomaliesAnything above the threshold you set, say €5,000, or out of pattern, is flagged with the records behind it.agent
⏸controller’s approvalThe controller reviews each flagged item and each proposed adjustment. A rejection sends it back with the reason attached.approval
06post the entriesOnly approved entries are posted. Everything else stays in draft. Nothing is posted without sign-off.agent
⏸close sign-offThe finance director signs the close. The last human decision before the period is closed.approval
07close and fileThe period is closed, the close pack is assembled, and the whole run is kept with its full audit trail.result
03 What you get

Every step leaves a real deliverable.

DELIVERABLE · v1
bank reconciliation
Every bank line matched, and the ones that are not, listed with amount and date.
DELIVERABLE · v1
supplier reconciliation
What suppliers say you owe against what the books say, supplier by supplier.
DELIVERABLE · v1
receipts tracker
Which receipts are still missing, from whom, and who has already answered.
DELIVERABLE · v1
anomaly list
Everything above the threshold or out of pattern, with the records behind it.
DELIVERABLE · v1
approved entries
The adjustments the controller signed off, each linked to its approval.
DELIVERABLE · v1
close pack
The finished close with its audit trail, ready for your auditors.
04 Why it matters

What you actually get,
that you didn’t have before.

A A close that finishes

Not answers to questions — a completed close. The agents carry the work through reconciliation and chasing without a person babysitting each step.

B Sign-offs pin what they approved

A sign-off records the exact figures in front of the controller. Later steps use those, not whatever the numbers happen to be by the time they run.

C The same threshold, every month

Anything above your limit goes to the controller, every time. It is not optional, and nobody has to remember it.

D Chasing without nagging

The reminders for missing receipts go out on their own; people are pulled in only for the decisions that need judgment.

E Explanations carry forward

A recurring difference is explained once and kept with the close, so next month’s reviewer starts from the explanation instead of from scratch.

F Yours, on your infrastructure

The whole process runs on the deployment you chose — managed, your own cluster, or a single on-prem box — connected to your existing systems and bounded by your own permissions.

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Month-end close — Xema