Financial Control
Operations
March 26, 2026
CEO-centric financial control framework with 12 documented procedures, fraud prevention, and transition path
01Control Participants
CEO / General DirectorPolicy owner · Final approver · Sole signatory
External AccountantRecording · Tax · Monthly reports
Sales LeadContract terms · Invoice triggers
CTOTechnical procurement validation
No dedicated finance department at launch. Finance function distributed across CEO + external accountant + operational leads.
02Control Methods
Founder-Direct Oversight
CEO approves all expenditures, single-signatory bank control
Budget-vs-Actual Tracking
Monthly, 10% variance threshold triggers review
Prepayment Revenue
25-50% upfront for Reserved / Private tracks
Dual-Approval CAPEX
CEO + operational lead for >$10K disbursements
Quarterly Review
P&L, cash flow, AR aging, runway - advisory board summary
Weekly Reconciliation
Bank statements vs. accounting records
03Invoicing by Revenue Track
Track 1 · Pay-per-Use
Automated
Monthly metered GPU-hour consumption. Invoice within 3 business days after month close. CEO review before dispatch.
Track 2 · Reserved
Per Contract
Upfront deposit same day. Recurring monthly/quarterly per schedule. Sales Lead prepares, CEO approves.
Track 3 · Private AI Factory
$1.0M / month
Fixed monthly invoice auto-generated on 1st business day. Deposit same day as contract execution. CEO sign-off.
Contract-milestone driven billing - not transactional order-to-invoice cycle. All invoicing authority held by CEO with delegated execution.
04Unpaid Invoice Escalation
D1Automated payment reminder to client finance contact
D7Sales Lead direct follow-up with contract owner
D15CEO formal written notification; payment plan discussion
D30Service suspension warning; breach notice for Reserved/Private
D45Service suspension (Pay-per-Use); penalty interest (Private)
D60+Legal counsel engaged; contract termination evaluation
Structural Mitigant
Prepayment (25-50% upfront) reduces AR exposure. Pay-per-Use (~20% capacity) carries highest receivable risk.
05Fraud Prevention
01
Single-Signatory Bank
CEO sole authorized signatory on all accounts
02
Separation of Duties
Accountant records · CEO approves · CTO validates technical
03
Dual-Approval >$10K
CEO + operational lead must both verify
04
Monthly Reconciliation
CEO reviews; 48hr discrepancy resolution window
05
Role-Based Access
Accountant: read+entry · CEO: full · Leads: view-only
06
Vendor Verification
New vendor bank details verified via independent channel
07
Annual External Audit
From Year 1 commercial operations; Series A requirement
06Vendor Payment Policy
NVIDIA Hardware30-50% advance + delivery
ConstructionMilestone-based
Professional ServicesNet 30
Recurring OPEXAuto-pay on due date
Approval: CEO written approval for all payments >$5,000. Early payment discounts accepted if >2% / >10 days.
07Financial Systems Stack
NOW
Xero / QuickBooks Online
Multi-currency accounting · USD/EUR/GEL · Bank feeds · AR/AP
NOW
Stripe Billing / Custom API
Automated metering + invoicing for Pay-per-Use track
NOW
Google Sheets / Notion
Operational dashboards · Budget tracking · KPI monitoring
SCALE
NetSuite / Sage Intacct
Multi-entity consolidation · JV + Pte. Ltd. holding structure
08Additional Controls
Runway Monitoring
Weekly cash runway calculation · <6 months triggers fundraising acceleration
Currency Exposure
USD revenue vs GEL OPEX vs USD CAPEX · Hedging strategy post-Series A
Contract Compliance
Active contracts, SLA obligations, renewal dates · Monthly CEO + Sales Lead review
Insurance & Tax
Annual coverage review (D&O, cyber, equipment) · Virtual Zone quarterly reporting
09Transition Path
CEO-centric model designed for pre-commercial stage. Three triggers initiate transition to professional finance function:
Trigger 1
>10 FTEs
Hire Head of Finance / CFO
Trigger 2
>$5M ARR
Shared CEO + HoF authority
Trigger 3
>5 Clients
Dedicated AR analyst + board approval for >20% ARR changes
