The F&A Manager makes sure that all financial and administrative process are done flawlessly which contributes to the company’s finances remaining dependable, robuust and up-to-date.

<aside> Involved people

• Direct Report: Philip Boontje
• Role Owner: Casimir Laurentius </aside>

The Mahabharata (4th Century BC) – “Wealth, if not properly controlled, acts like an untrained elephant, crushing and ruining all before it.”

Tasks

1. Take action on all incoming messages of the [email protected] account to the correct recipient, which can be:

   1. Forward invoice to the correct financial administration
   2. Reply to email when you have sufficient mandate and competence to do so.
   3. Forward email to relevant person when question should be answered by someone else.
   4. Ignore email.

2. Label all incoming and outgoing payments in Moneybird

   1. Each incoming payment which represent a payment towards an ‘Outgoing Invoice’. Usually the Moneybird software recognises these kind of payments an matches the payment to the outstanding invoice automatically.
   2. Each outgoing payment which represents a cost should have an ‘Incoming Invoice’ linked to it. For costs lower than 20 EUR, the invoice does not necessarily need to be added. (this is a pragmatic approach strikes a balance between the Dutch law which demands accountability for each payment to prevent fraud and the administrative burden this brings upon our organization)
   3. Each in- and outgoing payment that is balance mutation, no documentation is needed.

3. Respond to messages within 2 working days whenever people reach out to you on the personal email, a direct Slack message or in a dedicated Slack-channel as an @-mention.

4. At the start of each month, create a draft invoice for each project that our company has registered any billable hours for.

   1. Preferably duplicate the previous month’s invoice.
   2. Add to each invoice two attachments: 1) the Toggl hours Report ‘Summary’ and 2) the Toggl hours Report ‘Details’
   3. Round down the Toggl hours to quarters, so 6:25 becomes 6:15.
   4. Each invoice should contain at least the following components:
      1. Reference (a text that concatenates the project code, client name, service and billing type)
      2. Service (Service provided to the customer)
      3. Project Code (based on the numeric logic of ‘PRXXXX’)
      4. Budget (the monthly or fixed budget amount)
      5. Work board (a link to the kanban-board per project)
      6. Comments (a text describing project-specific agreements collaboration principles)
   5. Inform the direct report that all draft invoices are ready for evaluation and send-out.

Systems

This role requires access to the following systems:

Cover image: “Winter Landscape with Skaters” (Hendrick Avercamp, 1608) This painting shows ice skaters of all sorts enjoying a day on a frozen river. People dressed up stand among villagers going about their daily chores. A dog chews on a dead carcass in the lower left corner. A boat sails away on a sled in the background as a group of fishermen make efforts to free a frozen sailboat in the foreground. A bird trap is seen to the left among other farm implements and the whole scene is overshadowed by a church to the left. (from Wikipedia)