Finance

This handbook page details processes specific to working with and within this department.

Team

Role	Contributor(s)
Head of Finance	Tina Ong (@rfoo2015)
Deal Desk	Nathan Holliday (@hollidayn)

Contact us

To make a request of this department, create an issue and a team member will get back to you within one business day (If urgent, mention a team member in #help-finance.
- Please use issue comments and GitHub mentions to communicate follow-ups or answer questions related to your request.
- Any Fleet team member can view the kanban board for this department, including pending tasks and the status of new requests.

Responsibilities

The Finance department is directly responsible for accounts receivable including invoicing, accounts payable including commision calculations, expense reporting including Brex memos and maintaining accurate spend projections in "🧮The numbers", sales taxes, payroll taxes, corporate income/franchise taxes, and financial operations including bank accounts and cash flow management.

Reconcile monthly recurring expenses

Recurring monthly or annual expenses, such as the tools we use throughout Fleet, are tracked as recurring, non-personnel expenses in "🧮 The Numbers" (¶confidential Google Sheet), along with their payment source. Reconciliation of recurring expenses happens monthly.

Use this spreadsheet as the source of truth. Always make changes to it first before adding or removing a recurring expense. Only track significant expenses. (Other things besides amount can make a payment significant; like it being an individualized expense, for example.)

Register Fleet as an employer with a new state

Fleet must register as an employer in any state where we hire new teammates. To do this, complete the following steps in Gusto:

After a new teammate completes their Gusto profile, the Finance department will be prompted to approve it for payroll. Sign in to your Gusto admin account and begin the approval process.
Select "yes" when prompted to file a new hire report and complete the approval process.
Once the profile is approved, navigate to Tax setup and select the state you’d like to register Fleet in.
Select “Have us register for you” and then “Start registration.”
Verify, add, and amend any company information to ensure accuracy.
Select “Send registration” and authorize payment for the specified amount. CorpNet will then send an email with next steps, which vary by state.
Update the list of states that Fleet is currently registered with as an employer.

Process an email from a state agency

From time to time, you may get notices via email (or in the mail) from state agencies regarding Fleet's withholding and/or unemployment tax accounts. You can resolve some of these notices on your own by verifying and/or updating the settings in your Gusto account.

If the notice is regarding an upcoming change to your deposit schedule or unemployment tax rate, make the required change in Gusto, such as:

Update your unemployment tax rate.
Update your federal deposit schedule.
Update your state deposit schedule.

In Gusto, you can click How to review your notice to help you understand what kind of notice you received and what additional action you can take to help speed up the time it takes to resolve the issue.

Note: Many agencies do not send notices to Gusto directly, so it’s important that you read and take action before any listed deadlines or effective dates of requested changes, in case you have to do something. If you can't resolve the notice on your own, are unsure what the notice is in reference to, or the tax notice has a missing payment or balance owed, follow the steps in the Report and upload a tax notice in Gusto.

Every quarter, payroll and tax filings are due for each state. Gusto can handle these automatically if Third-party authorization (TPA) is enabled. Each state is unique and Gusto has a library of State registration and resources available to review. You will need to grant Third-party authorization (TPA) per state and this should be checked quarterly before the filing due dates to ensure that Gusto can file on time. -->

Review state employment tax filings for the previous quarter

Every quarter, payroll and tax filings are due for each state. Gusto automates this process, however there are often delays or quirks between Gusto's submission and the state receiving the filings. To mitigate the risk of penalties and to ensure filings occur as expected, follow these steps in the first month of the new quarter, verifying past quarter submission:

Create an issue to "Review state filings for the previous quarter".
Copy this text block into the issue to track progress by state:

States checked:
- [ ] California
- [ ] Colorado
- [ ] Connecticut
- [ ] Florida
- [ ] Georgia
- [ ] Hawaii
- [ ] Illinois
- [ ] Kansas
- [ ] Maryland
- [ ] Massachusetts
- [ ] New York
- [ ] Ohio
- [ ] Oregon
- [ ] Pennsylvania
- [ ] Rhode Island
- [ ] Tennessee
- [ ] Texas
- [ ] Utah
- [ ] Virginia
- [ ] Washington
- [ ] Washington, DC
- [ ] West Virginia
- [ ] Wisconsin

Login to Gusto and navigate to "Taxes and compliance", then "Tax documents".
Login to each State portal (using the details saved in 1Password) and verify that the portal has received the automated submission from Gusto.
Check off states that are correct, and use comments to explain any quirks or remediation that's needed.

Update Finance department KPIs

Use the following steps to update the 💸Finance department KPIs by 5pm US central time every Friday.

Runway:

Add sum of Brex cash account + SVB accounts. All Finance teammates should have personalized logins for each bank to view amounts.
Send the CEO a Slack DM with the balance of each of Fleet's two bank accounts.

Days to invoice customer:

Check the invoice sent and payment received report in Salesforce.
Sort by close date, then check invoice dates for any recently closed deals and enter them in the finance spreadsheet and create new rows at the top of the 'time-to-invoice' tab in the spreadsheet for each new entry. If a company has not been invoiced yet (invoice date is blank) do not enter yet, but verify if an invoice is scheduled to be sent using the Invoice status and upcoming bill dates report. If it doesn't appear here, create an issue on the finance board to investigate.
Open the "Time-to-invoice" tab in the 💸 Finance metrics spreadsheet. Enter the year and month + customer name in column A, then the # of days between the close date and the invoice date in column B. After entering new entries you will probably have to adjust the formula in column D to include the new cells in the average and make sure the formula includes no further back than the last three months of invoices.

Overdue delinquent invoices:

Using the Invoice status and upcoming bill dates report, check the invoice date of any entries without a payment received date against the payment terms.
- If the elapsed time exceeds the payment terms the invoice is overdue. If so, click on the link in the "Billing cycle name," and in the billing cycle object, update the billing status to "Overdue."
- Enter the number of invoices overdue in the KPI spreadsheet, and leave a comment on that cell with the names of the companies of overdue customers, if any.
- If any new customers are overdue, notify the CRO by posting a Slack message in the #g-sales channel and @ mention him.

Commission payroll:

Make sure commission payroll was run on time by logging into Gusto and Plane to check for off-cycle payrolls in line with expected commission calculated in the Commission calculator spreadsheet.
Log the date the commission was paid out in the "Commission payroll" column of the KPI spreadsheet.

Monthly accounting:

This will be the date that the monthly accounting issue for the prior month closes. If it has not yet closed, enter N/A.

Days to pay:

Login to Bill.
- Under the "bills" tab on the menu bar on the left side, select "all bills".
- Sort by "created date."
- Compare the week's entries to the "Time to pay" tab in the finance metrics spreadsheet. Insert new rows at the top for any bills that are not accounted for and enter the vendor name and the # of days between the invoice date and the created date in bill.com.
- Adjust the formula in column E as necessary to calculate the last 30 day average time to pay and enter the result in the KPI spreadsheet.
- If we have any invoices that have not yet been paid that are overdue, make an entry in the overdue vendor payments section and leave a comment in the cell identifying the vendor's name.

Non-personnel monthly burn:

Copy the amount from the numbers spreadsheet and input in the cell for this week.

Create an invoice

To create a new invoice for a Fleet customer, follow these steps:

Go to the Invoice page on our billing system.
Select “Create Invoice” on the right, and you will be directed to a new page to create an invoice.
Under the “Add customer” dropdown box, select an existing customer, or add a new customer. The customer is the entity that will be receiving the invoice.
- To add a new customer: Update the company name, contact person, billing email address, and “Bill to” address fields in the next page.
Change the invoice number.
- The invoice number follows the format of YYMMDD[daily issued invoice number], where the daily issued invoice number should equal 01 if it's the first invoice issued that day, 02 if it's the second, etc.
Edit the new invoice to reflect details from the signed subscription agreement (and PO if required).
- Enter the invoice number (and PO number if required) into the top right section of the invoice.
- Update the date of the invoice to reflect the current date.
- Make sure the payment terms match the signed subscription agreement.
- Validate if the customer address from the signed subscription agreement matches the default Bill to address shown on the invoice.
- Validate if the email from the signed subscription agreement matches with the email in the email field on the invoice.
- Make sure the start and end dates of the contract and amount match the subscription agreement.
- If professional services are included in the subscription agreement, include as a separate line in the invoice, and ensure the amounts total correctly.
- Ensure the wiring instructions for payment via SVB are listed in in the invoice.
- For invoices that are not on annual payment schedule, note the invoicing schedule and invoice amount in the notes section of the invoice.
Download the completed invoice as a PDF.
- Rename the pdf copy [invoice number] Fleet invoice - [customer name].
- Save a copy of the PDF into the invoice folder.
Send the PDF to the billing contact from the "Bill to" section of the invoice via the Fleet billing email address. Use the following template for the email:

Subject: Invoice for Fleet Device Management [invoice number]
Hello,

I've attached the invoice for [customer name]'s purchase of Fleet Device Management's premium subscription.
For payment instructions, please refer to your invoice and reach out to [insert Fleet's billing address] with any questions.

Thanks,
[name]

Update the opportunity and the opportunity billing cycle in Salesforce to include the "Invoice date" as the day the invoice was sent.
Notify the AE/CSM that the invoice has been sent.

Certain vendors require invoices submitted via a payment portal (such as Coupa). Once you've generated the invoice using the steps above, upload it to the relevant payment portal and email the billing contact to let them know you've submitted the invoice.

Provide payment information to a customer

For customers with large deployments, Fleet accepts payment via wire transfer or electronic debit (ACH/SWIFT).

Payment information for customers within the United States is on Fleet's invoices. Typically, payment information does not need to be sent separately.

For Fleet customers outside of the United States or instances where a customer is requesting payment information prior to invoicing, provide remittance information to customers by exporting "💸 Paying Fleet" into a PDF, then sending that to the prospect.

Communicate the status of customer financial actions

This reporting is performed to update the status of open or upcoming customer actions regarding the financial health of the opportunity. To complete the report:

Check SVB and Brex for any recently received payments from customers and record them in SFDC.
Go to this report and this report in SFDC.
Copy the template below and paste it into the #help-sales slack channel and complete all "todos" using the data from SFDC before sending.

Weekly revenue report - [@`todo: CRO` and @`todo: CEO`]
- Number accounts with outstanding balances = `todo`
- Number of customers awaiting invoices = `todo`
- Number of past-due renewals = `todo`

Send payment reminders via email to all outstanding accounts by responding to the invoice email initially sent to the customer.

Hello,
This is a reminder that you have a coming due balance due for your Fleet Device Management premium subscription.
We have included the invoice here for your convenience.
For payment instructions, please refer to your invoice and reach out to [Fleet's billing contact] with any questions.

Thanks,
[name]

If any accounts will become overdue within a week, reply in thread to the slack post, mention the opportunity owner of the account, and ask them to notify their contact that Fleet is still awaiting payment.
If Finance is still awaiting a PO one week after the opportunity has been closed/won, reply to the thread in the Slack post, mention the CSM, and ask them to follow up with their customer contact.
Review the Accounts receivable report in SFDC for customers on multiyear deals. For any customers due for invoicing within the next week, create an issue on the Finance board.

Create an offer in AWS Marketplace

Use gmail to log in to AWS SSO.
Use this URL https://aws.amazon.com/marketplace/management/offers/ to login.
Click "create private offer"
Product type is "SaaS product"
Product is "Fleet Premium".
Click "continue to offer details." This should bring you to "Step 1: Provide offer information."
For offer name use the naming convention [YYYY] [Customer name] [initial term or renewal]. Example, "2025 Horus renewal."
You can leave the offer description blank.
Select whether the offer is a renewal or not.
If it is a renewal, you'll need to select whether it is an existing customer moving to AWS Marketplace with Fleet for the first time, or whether they are an existing AWS Marketplace customer of Fleet.
Enter an appropriate date for the offer to expire (may need to consult with AE or CX person that owns the account). Then click next.
This will bring you to Step 2: Configure offer pricing and duration. The pricing model is contract pricing with up front payment.
Contract start date: Select start at a future date and enter the start date of the term on the order form.
Contract duration: Select enter an end date and enter the date of the first annual term on the order form.
Currency: Select USD unless the order form specifies something different.
Purchasing options: you can leave multiple dimensions per contract selected.
Pricing per contract dimension: Enter the number of hosts for annual cost per host.
Enter the total contract value and select annually for billing. If it is a multi-year deal, hit generate installment plan and then make sure the annual billing details match the order form.
Click next to proceed to Step 3: Add buyers.
Enter the customer's AWS account ID and click next to proceed to Step 4: Configurel egal terms and offer documents.
Select "custom legal terms" and upload the applicable terms. Note this could be two documents: an order form, and master subscription terms if separate from the order form.
Click "Next" to go to Step 5: Review and create. Verify the information is accurate and submit the offer. Let the AE or CX account owner know that you have done so.

Obtain a copy of Fleet's W-9

A recent signed copy of Fleet's W-9 form can be found in this confidential PDF in Google Drive.

Run US commission payroll

Update individual teammates commission calculators (linked from main commission calculator) with new revenue from any deals that are closed-won (have a subscription agreement signed by both parties) and have a close date within the previous month.
- Verify closed-won deal numbers with CRO to ensure any agreed upon exceptions are captured (eg: CRO approves an AE to receive commission on a renewal deal due to cross-sell).
In the "Monthly commission payroll party" meeting, present the commission calculations for Fleeties receiving commission for approval.
- If there are any quarterly accelerators due for the teammate receiving commission, ensure the individual total includes both the monthly and the quarterly amount.
After the amounts are approved in the meeting, process the commission payroll.
- Use the off-cycle payroll option in Gusto. Be sure to classify the payment as "Commission" in the "other earnings" field and not the generic "Bonus."
Once commission payroll has been run, update the main commission calculator to mark the commission as paid.

Run international commission payroll

Follow the steps in run US commission payroll to have the commission amounts approved by the CRO.
After the amounts are approved in the "Monthly commission payroll party", navigate to Help > Ask a question in Plane to request a commission payment for the teammate.

Send a message using the following template

Hello,
I’d like to run an off-cycle commission payment for [teammate’s full name] for the period of [commission period].
The amount of [USD amount] should be paid with their next payroll.
Please let me know if you need any additional information to process this request.

Thanks,
[name]

Once Plane confirms the payroll change has been actioned, update the main commission calculator to mark the commission as paid.

Run quarterly or annual employee bonus payroll

Update individual teammate bonus calculator (linked from main commission calculator) with relevant metrics.
- Bonus plans will have details specified on how to measure success, with most drawing from the KPI spreadsheet or from linked SFDC reports. If unsure where to pull achievement metrics from, contact teammate's manager to clarify.
In the "Monthly commission payroll party" meeting, present the bonus calculations for Fleeties receiving bonus for approval.
After the amounts are approved in the meeting, process the bonus payroll.
- Use the off-cycle payroll option in Gusto and be sure to classify the payment as "Bonus".
- For international teammates, you may need to use the "Help" function, or email support to notify Plane of the amount needing to be paid.
Once bonus payroll has been run, update the main commission calculator to mark the bonus as paid.

Process monthly accounting

Create a new montly accounting issue for the current month and year named "Closing out YYYY-MM" in GitHub and complete all of the tasks in the issue. (This uses the monthly accounting issue template.

SLA: The monthly accounting issue should be completed and closed before the 21st of the month.
The close date is tracked each month in KPIs.
When is the issue created? We create and close the monthly accounting issue for the previous month within the first 7 days of the following month. For example, the monthly accounting issue to close out the month of January is created promptly in February and closed before the end of the day, Feb 7th. A convenient trick is to create the issue on the first Friday of the month and close it ASAP.

Respond to low credit alert

Fleet admins will receive an email alert when the usage of company cards for the month is aproaching the company credit limit. To avoid the limit being exceeded, a Brex admin will follow these steps:

Sign in to Fleet's Brex account.
On the landing page, use the "Move money" button to "Add funds to your Brex business accounts".
Select "Transfer from a connected account" and select the primary business account.
Choose the "One time" transfer option and process the transfer.

No further action needs to be taken, the amount available for use will increase without disruption to regular processes.

Check franchise tax status

No later than the second month of every quarter, we check Delaware divison of corporations to ensure that Fleet has paid the quarterly franchise tax amounts to remain in good standing with the state of Delaware.

Go to the DCIS - eCorp website and use the details in 1Password to look up Fleet's status.
If no outstanding amounts: the tax has been paid.
If outstanding amounts shown: ensure payment before due date to avoid penalties, interest, and entering bad standing.

Check finances for quirks

Every quarter, we check Quickbooks Online (QBO) for discrepancies and follow up on quirks.

Check to make sure bookkeeping quirks 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 latest monthly workbooks in Google Drive. Ensure reports are in the "accural" accounting method.
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:

Login to Chronograph and upload our profit and loss statement (P&L), balance sheet and cash flow statements for CRV (all in one book saved in Google Drive.
Provide updated metrics for the following items using Fleet's KPI spreadsheet.
- Headcount at end of the previous quarter.
- Starting ARR for the previous quarter.
- Total new ARR for the previous quarter.
- "Upsell ARR" (new ARR from expansions only- Chronograph defines "upsell" as price increases for any reason. - Fleet does not "upsell" anything; we deliver more value and customers enroll more hosts), downgrade ARR and churn ARR (if any) for the previous quarter.
- Ending ARR for the previous quarter.
- Starting number of customers, churned customers, and the number of new customers Fleet gained during the previous quarter.
- Total amount of Fleet customers at the end of the previous quarter.
- Gross margin %
  - How to calculate: (total revenue for the quarter - cost of goods sold for the quarter)/total revenue for the quarter (these metrics can be found in our books from Pilot). Chronograph will automatically conver this number to a %.
- Net dollar retention rate
  - How to calculate: (starting ARR + new subscriptions and expansions - churn)/starting ARR.
- Cash burn
  - How to calculate: start of quarter runway - end of quarter runway.

Deliver annual report for venture line

Within 60 days of the end of the year, follow these steps:

Provide Silicon Valley Bank (SVB) with our balance sheet and profit and loss statement (P&L, sometimes called a cashflow statement) for the past twelve months.
Provide SVB with our board-approved annual operating budgets and projections (on a quarterly granularity) for the new year.
Deliver this as early as possible in case they have questions.

Process a new vendor invoice

Fleet pays its vendors in less than 15 business days in most cases. All invoices and tax documents should be submitted to the Finance department using the appropriate Fleet email address (confidential Google Doc).

After making sure the invoice received from a new vendor is valid, add the new vendor to the recurring expenses section of "The numbers" before paying the invoice.
If we have not paid this vendor before, make sure we have received the required W-9 or W-8 form from the vendor. Accounting cannot process a payment without these tax forms for compliance reasons.
- US-based vendors are required to complete a W-9 form.
- Non-US based vendors and individuals are required to follow these instructions and provide a completed W-8BEN-E form.

Process a request to cancel a vendor

Make the cancellation notification in accordance with the contract terms between Fleet and the vendor, typically these notifications are made via email and may have a specific address that notice must be sent to. If the vendor has an autorenew contract with Fleet there will often be a window of time in which Fleet can cancel, if notification is made after this time period Fleet may be obligated to pay for the subsequent year even if we don't use the vendor during the next contract term.
Once cancelled, update the recurring expenses section of The Numbers to reflect the cancellation by changing the projected monthly burn in column G to $0 and adding "CANCELLED" in front of the vendor's name in column C.

Grant equity

Equity grants for new hires are queued up as part of the hiring process, then grants and consents are batched and processed quarterly. Any offer of equity >2500 shares must be approved by the CEO. Offers of equity >0.25% must be approved by the board.

Doing an equity grant involves:

Executing a board consent
The recipient and CEO signing paperwork about the stock options
Updating the number of shares for the recipient in the equity plan
Updating Carta to reflect the grant

For the status of stock option grants, exercises, and all other common stock including advisor, founder, and team member equity ownership, see Fleet's equity plan. For information about investor ownership, see Carta.

Fleet's equity plan is the source of truth, not Carta. Neither are pro formas sent in an email attachment, even if they come from lawyers.

Anyone can make mistakes, and none of us are perfect. Even when we triple check. Small mistakes in share counts can be hard to attribute, and can cause headaches and eat up nights of our CEO's and operations team's time. If you notice what might be a discrepancy between the equity plan and any other secondary source of information, please speak up and let Fleet's CEO know ASAP. Even if you're wrong, your note will be appreciated.

Review an NDA

We need to review an NDA anytime a vendor, customer or other party wants to:

Use their own NDA rather than Fleet's standard NDA, or
"Redline" (modify) Fleet's NDA by removing, adding or altering its terms.

We should always seek to use Fleet's own NDA first, without alteration.

When reading an NDA, we want to pay close attention to the following:

We want to be sure that the confidentiality obligations of the NDA are reciprocal. Fleet and the other party to the agreement should be bound to the same standards of confidentiality toward the handling of each other's confidential information.
Fleet does not agree to "do not compete" or "do not solicit clauses". An NDA should not contain provisions beyond the scope of an NDA. The two most commonly encountered examples of this are the "do not compete" and "do not solicit" clauses. We want to be free to hire the best people and make the best products, so when reading through an NDA it is important to keep an eye out for language that prohibits Fleet from hiring or soliciting current or former employees of other companies or that prohibit Fleet from independently developing products that compete with another company's products. Using the cmd + f function to search for "solici", "compet" and "hir" and reading through the results is a helpful method to quickly scan for these clauses.
Look for any language that discusses a transfer of property rights. Rarely, you may find a clause snuck into an agreement that discusses the transfer of intellectual property rights. We want to avoid any situation where Fleet transfers its intellectual property to another party as part of an NDA.
Should you find any clauses in steps 2 or 3 that are beyond the scope of protecting both party's confidential information in a customer NDA or an altered version of Fleet's NDA, reject this language and communicate that Fleet cannot agree to those terms.
Any concerns or uncertainty over any provisions in an NDA should be brought to Nathanael Holliday, who will consult legal counsel if necessary to resolve any concerns.

Review a vendor agreement

When reviewing contracts from a vendor, Fleet is concerned about the following:

If there are confidentiality provisions in the agreement in place of a stand-alone NDA, verify the confidentiality provisions are appropriate and protect Fleet when sensitive data is involved that isn't otherwise available to the public.
We want to make sure there are no do not solicit or do not compete clauses in the contract. To aid in this search, we double check by using the cmd + f function and searching for "solici", "compet" and "hir" and then looking through the results to be sure that nothing prohibits Fleet from independently developing competing products or from hiring personnel with ties to the vendor.
We want to make sure that contracts can be terminated relatively easily and be aware of what the process is for terminating them, avoiding commitments over 12 months in length.
We want to make sure the payment terms work for us (i.e. being able to pay via wire transfer, credit card or bill.com) and that the price in any contract or order form is what we have agreed to. While almost never malicious, mistakes often occur in the steps between agreeing on a price, negotiating a contract, and receiving an invoice. We want to be sure at every step that the dollar amount and service provided is consistent with what has been negotiated and agreed upon.
Remember, once we have signed the agreement - we're stuck with it. If any clause in the agreement appears strange or gives you pause or concern, it is better to seek clarification than to commit to something that might be detrimental to Fleet. Contracts are fairly standardized, and you'll quickly learn what is normal and what feels out of place. Unusual clauses or wording that seems out of the ordinary should get a second set of eyes just to be sure, do not hesitate to reach out to Nathanael Holliday with questions, who will reach out to legal counsel as necessary.

Review an order form

Using the this order form review and the TEMPLATE - Subscription order form (confidential document) as an examples, check the document for correct format, pricing info, terms, "Fast-track deployment services" info, or any other missing details.

Be sure the order form includes a quality logo that matches the customer company and is correctly sized.
Navigate to the future customer's opportunity in Salesforce and verify the contact information + billing address and information so that Fleet knows how and who to invoice for payment.
Verify. There is a good quality and decently sized customer logo in the top right corner of the order form a good way to pull this is off of Linkedin. If you're having trouble finding it.
Next, as you're going down the page, you're going to verify the customer information and terms. Verify the customer name and address, the billing contact. And you'll be verifying these against the same information that should be in Salesforce. The billing contact (or an economic buyer) in salesforce should be the same person as your billing contact on the order form.
Verify the effective dates and total term match that in salesforce. E.g. If your effective dates are January 1st to December 31st of the same year, your total term is 12 months . If your effective dates are January 1st of 2025 to December 31st of 2028, your total term is 36 months. It's very important that the breakdown table, effective dates, and the total term all match. Otherwise the math won't come out correct.
Verify that the math in this table is correct. You can do that by going to the "Template gallery" in Google sheets and pull up the order form calculator. Copy the number of host and the unit price from the order form to the order form calculator and compare the order form to the order form calculator. Using the order form caluculator as the source of truth, if needed, adjust the values in the table to be correct.
Lastly, double check one more time to make sure there are no sneaky, unusual terms snuck in at the bottom of an order form or stashed away in fine print. Common things that are included in order forms and not always communicated to Fleet are caps on price increases upon renewal, new SLAs, or a product roadmap or milestones we may not have agreed upon. Any clauses on an order form that appear beyond the scope of simply elaborating on the services being provided, the purchase cost, the contract that the purchase is being made under, how Fleet will bill and how the customer will pay deserves a careful look. Reach out to Nathanael Holliday with concerns.

Review a non-standard subscription agreement

We want to use our standard terms whenever possible with our customers, but it is common that customers want to use their own agreement or redline (modify) Fleet's terms.
When reviewing subscription agreements on customer paper or when a customer has made changes to Fleet's terms, we review it using these guidelines.

Obtain a signature from the CEO

When an agreement is routed to the CEO for signature, the Head of Digital Workplace & GTM Systems is responsible for obtaining a signature from the CEO using the following steps:

Drag the email to the "🔏 SAM: Signature wanted" label making sure to mark the email as unread.
Deal Desk will at-mention the Head of Digital Workplace & GTM Systems in a legal review issue, letting them know the contract is good to go. After that, move the email to the "✍️ MIKE: Ready to sign" label

If the agreement closes a deal, inform the CEO (via Slack DM) that a subscription agreement is ready for his review/signature. The SLA for CEO review and signature is 48hrs.

Comment in the issue once the CEO has signed the agreement and assign the issue to Nathan Holiday.

Monitor compliance tests

Every Monday, log in to Vanta and create GitHub issues for any tests that are due or need remediation in the next 3 weeks.
To do this, access "Tests" on the left side menu. This will provide a status report of the tests, when they are due, and who the DRI is.
Click on a test, then click on "Tasks".
Click on "Create task." Then, "Create GitHub issue."
This will bring you to a screen where you can select the appropriate DRIs and GitHub labels (multiple, if necessary, but always include the ":help-finance" label). Vanta will autopopulate the issue with a brief description of the test due and what needs to be remediated. You can manually add details if necessary.
Follow up with the DRI of each issue daily until it's resolved. As needed, loop in their manager, the Interim Head of People,Fleet's CTO, or the Head of Digital Workplace & GTM Systems. If the test is within 3 days of being overdue, DM the fleetie and their manager, asking to have the issue prioritized and completed before the due date.

Check GitHub terms

Go to GitHub's terms of services and search “inbound=outbound” to find the clause, if still there as is, paste a screenshot into the table in this document. If the clause has changed, contact Mike M. and let him know.

Review Fleet's US company benefits

Annually, around mid-year, Fleet will be prompted by Gusto to review company benefits. The goal is to keep changes minimal. Follow these steps:

Log in to your Gusto admin account.
Navigate to "Benefits" and select "Renewal survey".
Complete the survey questions, aiming for minimal changes.
Approximately 2-3 months after survery completion, Gusto will suggest plans based on Fleet's responses. Choose plans with minimal changes.
Gusto will offer these plans to employees during open enrollment, with new coverage starting 3-4 weeks afterward.

Rituals

The following table lists this department's rituals, frequency, and Directly Responsible Individual (DRI).

Stubs

The following stubs are included only to make links backward compatible.

Run payroll

Please see handbook/people#run-payroll

Maintained by:

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