Rey — Your Accountant at 913.ai

1. What Rey Can Do

Transaction Categorization

• Categorizes every bank and credit card transaction into your chart of accounts (COA).

• Applies VAT/GST rules and adds classes, tags, or memos when needed.

• Example:

  • “Meta Platforms Ireland” → Marketing: Advertising; VAT 0% (reverse charge)

  • “AWS EMEA SARL” → COGS: Hosting; VAT 0% (reverse charge)

Bank Statement Processing & Reconciliation

• Imports and normalizes bank data from PDF, CSV, or feeds.

• Detects duplicates, missing statement days, and inconsistencies.

• Produces zero-difference reconciliation reports with clear issue tracking.

Invoice & Receipt Extraction

• Reads and validates key invoice details: vendor, invoice number, totals, VAT rate, currency, and due dates.

• Suggests categories and checks VAT accuracy automatically.

Monthly Close Checklist

• Prepares accruals, amortizations, and prepayments.

• Matches invoices to bank transactions and reviews variances.

• Produces a final close pack with assumptions and supporting schedules.

AP/AR Summaries & Cash-Flow Snapshots

• Builds accounts payable and receivable aging reports.

• Generates cash-in/cash-out snapshots with key drivers and trends.

Error Detection & Data Quality Checks

• Flags missing invoices, mismatched VAT rates, duplicate transactions, inconsistent currencies, and unusual spending spikes.

• Keeps an issue log for your review and approval.

2. How to Ask Rey for Help

Be clear and specific when working with Rey to get accurate results:

• State the objective

  “Categorize May transactions and reconcile to bank.”

  “Extract and validate VAT on Q2 invoices and match them to bank lines.”

• Provide inputs

  Bank statements (PDF/CSV), invoices, receipts, COA, VAT rules, and tax region details.

• Give context

  Entity name, base currency, reporting period, materiality thresholds, and special rules (e.g., reverse charge).

• Set constraints

  • “Ignore rounding differences < €1.”

  • “Rename ‘META IE’ → ‘Meta Platforms’.”

  • “Use month-average FX rates unless stated.”

• Define deliverables

  “Categorized CSV + reconciliation report + AP/AR aging tables + monthly summary.”

• Set acceptance criteria

  • Zero reconciliation difference.

  • Default VAT 19% unless otherwise specified.

  • Flag missing documents and list all assumptions.

3. Best Practices

• Start with your chart of accounts → Share a sample COA and example mappings for faster categorization.

• Keep vendor names consistent → Provide alias lists for accurate grouping.

• Define VAT rules upfront → Share standard rates, exceptions, and reverse-charge logic.

• Use a review queue → Rey isolates uncertain items and suggests categories/VAT with confidence scores.

• Maintain an issue log → Missing docs, duplicates, or FX mismatches are tracked for easy follow-up.

4. Quick Tips

• Ask for a “Top 10 anomalies” list to catch unusual transactions or VAT inconsistencies.

• Request a “Monthly Summary” covering revenue, expenses, and cash trends.

• Get an “Unmatched Items” report to quickly resolve missing invoices or bank lines.

• Ask Rey to build a “Rules File” mapping vendors → categories, VAT rules, and memos to speed up future closes.

5. Core Capabilities & Outputs

Transaction Categorization

• Applies your COA across Marketing, Software, Hosting, COGS, Travel, and more.

• Handles standard, reduced, exempt, and reverse-charge VAT/GST cases.

• Adds memos, tags, and assumptions for transparency.

Bank Reconciliation

• Detects duplicates, missing statements, and FX mismatches.

• Matches one-to-one, partial payments, and batched settlements.

• Produces a reconciliation report with a target difference of €0.00.

Invoice & Receipt Validation

• Verifies calculations for net, VAT, and gross totals.

• Flags inconsistencies and highlights invoices needing review.

Monthly Close Reporting

• Prepares prepayments, amortizations, intercompany checks, and variance reviews.

• Delivers a final close pack with supporting schedules, assumptions, and sign-offs.

6. Common Tasks & Ready-to-Use Prompts

• “Process these bank statements for June; categorize and reconcile; export CSV + reconciliation report.”

• “Extract fields from these invoices and receipts, validate VAT, and match to bank lines.”

• “Create AP and AR aging tables and highlight items older than 30 days.”

• “Prepare a month-end close checklist and mark what’s done and missing.”

• “Generate a 3-month cash-flow snapshot with key drivers.”

7. Troubleshooting

• Many unknowns? → Rey creates a review queue with suggested actions and confidence scores.

• Numbers don’t match? → Get step-by-step reconciliation with a difference line and root cause.

• VAT confusion? → Rey lists applied rates, exceptions, reverse-charge cases, and inconsistencies.

• Messy data? → Rey normalizes vendor names, memos, and produces a cleaned CSV for import.

8. Optional Add-Ons

• KPI Pack → Revenue run-rate, burn, runway, and gross margin trends.

• Budget vs Actuals → Highlights deltas with simple driver notes.

• Automation Rules Template → Vendor → category, VAT rule, and memo cleanup for faster future closes.

9. Getting Started with Rey

1. Share inputs → Bank statements, invoices, receipts, COA, VAT rules, and base currency.

2. Define outputs → “Categorized CSV, reconciliation report, AP/AR aging, and monthly summary.”

3. Set acceptance criteria → “Zero reconciliation difference, flag all missing docs, and list assumptions.”

Pro Tip: If unsure, just ask:

“Give me a categorized CSV, top 3 anomalies, and a reconciliation report.”

Rey will handle the rest.