Systems and data
What this page is for: what Claude can read directly, and the habits that keep inputs consistent enough for a skill to run the same way every month.
Last reviewed: 2026-10-15, by Head of Finance
What Claude is connected to
| System | Connected? | Access | What Claude uses it for |
|---|---|---|---|
| QuickBooks Online | Yes | Read-only | GL detail, trial balance, account list |
| Mercury | Yes | Read-only | Balances and transactions for recs |
| Ramp | Yes | Read-only | Card transactions, receipts, vendors |
| Stripe | Yes | Read-only | Invoices, subscriptions, payouts |
| Google Drive | Yes | Read and write to Finance/Close/ only |
Prior-period workpapers, saving new ones |
| Gusto | No | Export | Payroll journal report, saved to the period folder |
| Stratus Cloud, Lattice Inference | No | Export | Monthly usage CSV from each vendor's billing page |
Read-only is the rule. Skills never post, pay, or edit records. A person posts what Claude prepares.
The clean-inputs checklist
- ☑ Last month's version of every automated task exists and has been reviewed.
- ☑ Same workpaper shape every month (the standard in
handbook/workpaper-standard.md). - ☑ Predictable file names:
{GL} - {account} - {description} {YYYY.MM}.xlsx. - ☑ One folder per period:
Finance/Close/YYYY-MM/withJEs/,Recs/,Statements/. - ☑ Schedules live in one place:
Finance/Schedules/. - ☐ Chart of accounts current. 6990 Ask My Accountant still has a $412 balance to clear.
- ☑ Exports are saved into the period folder, not pasted.
Same thing, different names
| In QuickBooks Online | In another system | Notes |
|---|---|---|
| Stratus Cloud | STRATUS*CLOUD SVCS on the Ramp card feed |
Same vendor. Production and staging split by project tag. |
| Lattice Inference | LATTICE AI INC on the Ramp card feed |
Same vendor. |
| Gusto | GUSTO NET, GUSTO TAX in Mercury transactions |
Net pay and payroll taxes debit separately. |
| Customer legal names | Stripe customer display names | Stripe is the customer list of record. Match on the Stripe customer ID in the QuickBooks customer notes. |
Known data issues
- Ramp occasionally syncs a refund twice. The card rec catches it; delete the duplicate in QuickBooks after review.
- Stratus Cloud's usage export splits production and staging by project tag. Untagged usage goes to production until someone tags it.