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month-end-prep

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Chinese

Month End Prep

月末结账准备

Quick start

快速开始

Connect QuickBooks and at least one payment processor (PayPal, Square, or Stripe), then say "let's close the month." Claude walks you through each step of the checklist, pausing for your input at each gate before moving forward.
If a connector is missing, Claude falls back to asking for a CSV export — it won't silently skip a step.
连接QuickBooks和至少一个支付处理器（PayPal、Square或Stripe），然后说“开始月末结账”。Claude会引导你完成清单中的每一步，在进入下一步前会暂停并等待你的输入。
如果缺少某个连接器，Claude会退而求其次，要求你导出CSV文件——不会悄悄跳过任何步骤。

Workflow

工作流程

Work through these steps in order. Each step has a completion state; don't advance until the current step is settled.
按顺序完成以下步骤。每个步骤都有完成状态，当前步骤处理完毕前不要推进。

Step 1 — Agree on the target month

步骤1 — 确认目标月份

Ask the user which month to close. Default to the prior calendar month if they don't specify. Confirm before pulling any data.
询问用户要结账的月份。如果用户未指定，默认以上一个自然月为准。在提取任何数据前先确认。

Step 2 — Pull QuickBooks P&L and transaction register

步骤2 — 提取QuickBooks损益表和交易登记簿

Fetch:
  • Profit & Loss report for the target month (revenue, COGS, gross margin, operating expenses, net income)
  • Transaction register: every income and expense line item
Flag immediately:
  • Uncategorized transactions — any line with category "Uncategorized" or blank
  • Ask Questions / Needs Review — QB's own flag
Present the count ("14 transactions need a category") and list them for the user to classify before proceeding. Don't advance with open uncategorized items unless the user explicitly says "skip for now."
See reference/quickbooks-reconcile.md for field mappings and API notes.
获取：
  • 目标月份的损益表（P&L）报告（收入、销货成本、毛利率、运营费用、净收入）
  • 交易登记簿：所有收入和费用明细项
立即标记：
  • 未分类交易 —— 任何类别为“未分类”或空白的条目
  • 需审核/待解答 —— QuickBooks自身的标记
向用户展示数量（如“14笔交易需要分类”）并列出这些交易，供用户分类后再继续。除非用户明确表示“暂时跳过”，否则不要带着未处理的未分类项推进。
有关字段映射和API说明，请查看reference/quickbooks-reconcile.md。

Step 3 — Pull payment processor settlements

步骤3 — 提取支付处理器结算记录

Fetch settlement reports from PayPal, Square, or Stripe — whichever are connected — for the same calendar month.
Match each settlement deposit against the QuickBooks bank deposit line:
  • Match — amount and date agree within 2 days → mark as reconciled
  • Difference < $0.50 — rounding/fee; note but don't flag
  • Difference ≥ $0.50 — flag with the delta amount
  • Settlement exists, no QB deposit — flag as "missing in QuickBooks"
  • QB deposit exists, no settlement — flag as "deposit not in processor data"
See reference/paypal-settlements.md for settlement report field mappings (PayPal, Square, Stripe).
从已连接的PayPal、Square或Stripe中获取同一自然月的结算报告。
将每笔结算存款与QuickBooks中的银行存款条目进行匹配：
  • 匹配 —— 金额和日期相差在2天内 → 标记为已对账
  • 差额<0.5美元 —— 四舍五入/手续费；记录但不标记异常
  • 差额≥0.5美元 —— 标记并注明差额金额
  • 存在结算记录，但QuickBooks中无对应存款 —— 标记为“QuickBooks中缺失”
  • QuickBooks中有存款记录，但无对应结算记录 —— 标记为“支付处理器数据中无此存款”
有关PayPal、Square和Stripe的结算报告字段映射，请查看reference/paypal-settlements.md。

Step 4 — Detect suspicious duplicates

步骤4 — 检测可疑重复项

Scan the transaction register for likely duplicate charges or deposits. Flag a transaction as a suspicious duplicate when all three match:
  • Same amount (within $0.01)
  • Same vendor or customer name
  • Posted within 5 calendar days of each other
Present flagged pairs to the user. They decide whether each is legitimate (e.g., a recurring weekly subscription) or a real duplicate to void.
See reference/gotchas.md for common false-positive patterns and how to distinguish them.
扫描交易登记簿，查找可能重复的收费或存款。当以下三个条件全部匹配时，标记为可疑重复项：
  • 金额相同（误差在0.01美元内）
  • 供应商或客户名称相同
  • 入账时间相差在5个自然日内
向用户展示标记出的重复对，由用户判断每一对是合法的（如每周重复订阅）还是需要作废的真实重复项。
有关常见误判模式及区分方法，请查看reference/gotchas.md。

Step 5 — Receipts check (Desktop connector)

步骤5 — 收据检查（桌面连接器）

If the Desktop connector is available, scan the receipts folder (ask the user for the path; default 
~/Documents/Receipts
) for the target month.
For each expense transaction in QuickBooks above $25 with no attached document:
  • Check for a matching receipt file (match by amount ± $0.50 and date within 3 days)
  • Matched → note as "receipt on file"
  • Not matched → flag as "missing receipt"
List missing receipts. The user can supply the file or mark as "receipt not required" (e.g., a recurring auto-pay with no receipt).
If Desktop connector is not available, ask the user to confirm which expenses they have receipts for — don't silently skip this step.
如果桌面连接器可用，扫描目标月份的收据文件夹（询问用户路径；默认路径为
~/Documents/Receipts
）。
对于QuickBooks中金额超过25美元且未附加文档的每笔费用交易：
  • 查找匹配的收据文件（金额误差在0.5美元内，日期相差在3天内）
  • 匹配成功 → 记录为“已有收据”
  • 未匹配 → 标记为“缺失收据”
列出缺失的收据。用户可以提供文件或标记为“无需收据”（如自动重复扣款且无收据）。
如果桌面连接器不可用，请用户确认哪些费用有收据——不要悄悄跳过此步骤。

Step 6 — Owner sign-off gate

步骤6 — 所有者确认环节

Present a summary before going further:
Uncategorized transactions:  X of X resolved
Settlement discrepancies:    X flagged, X resolved
Suspicious duplicates:       X flagged, X cleared
Missing receipts:            X outstanding
Ask: "Ready to write the P&L summary and export the close packet?"
Do not proceed to Steps 7–8 without explicit confirmation.
在继续下一步前展示汇总信息：
未分类交易：X/X已解决
结算差异：X项已标记，X项已解决
可疑重复项：X项已标记，X项已清除
缺失收据：X项未解决
询问：“是否准备撰写损益表（P&L）总结并导出结账数据包？”
未获得明确确认前，请勿推进至步骤7-8。

Step 7 — Write the P&L narrative

步骤7 — 撰写损益表（P&L）说明

Write a plain-English summary of the month — the kind an owner would share with their spouse or accountant, not a CFO memo. Aim for 150–250 words.
Structure:
  1. Headline — one sentence: "March came in at $X net, up/down Y% from February."
  2. Revenue — what drove the number; name products, services, or customers if the data shows concentration.
  3. Gross margin — whether it held, rose, or compressed, and the main reason why.
  4. Key expenses — any line that moved more than 10% MoM or is outside the normal range; one sentence each.
  5. Bottom line — net income vs. prior month; ask if they have a target to compare.
  6. Watch list — 1–3 things to monitor next month.
Avoid jargon; define anything that isn't plain English ("MoM" = month over month).
See reference/examples/pl-narrative.md for a worked example.
用通俗易懂的语言撰写月度总结——适合所有者分享给配偶或会计师的风格，而非给CFO的备忘录。篇幅控制在150-250字。
结构：
  1. 标题 —— 一句话：“3月净收入为X美元，较2月上升/下降Y%。”
  2. 收入 —— 收入的驱动因素；如果数据显示集中性，列出产品、服务或客户名称。
  3. 毛利率 —— 毛利率是否稳定、上升或下降，以及主要原因。
  4. 关键费用 —— 任何环比变动超过10%或超出正常范围的费用项；每项用一句话说明。
  5. 最终结果 —— 净收入与上月对比；询问用户是否有目标值可作比较。
  6. 关注清单 —— 下月需要监控的1-3个事项。
避免使用行话；对非通俗词汇进行定义（如“MoM”=环比）。
有关示例，请查看reference/examples/pl-narrative.md。

Step 8 — Export the close packet

步骤8 — 导出结账数据包

Produce two files:
close-packet-[YYYY-MM].xlsx
 — three sheets:
  • P&L
    — the QuickBooks P&L data, formatted
  • Reconciliation
    — matched and flagged transactions side by side
  • Action Items
    — any outstanding flags (uncategorized, missing receipts, etc.)
close-packet-[YYYY-MM]-summary.pdf
 — one page:
  • Month and business name at the top
  • Key figures (revenue, gross margin %, net income)
  • The P&L narrative from Step 7
  • Count of open action items, if any
Save both to the Desktop (or a path the user specifies). Confirm the file locations.
See reference/close-packet-format.md for column specs and PDF layout details.
生成两个文件：
close-packet-[YYYY-MM].xlsx
 —— 包含三个工作表：
  • P&L
    —— 格式化后的QuickBooks损益表数据
  • Reconciliation
    —— 已匹配和已标记交易的对比列表
  • Action Items
    —— 所有未解决的标记项（未分类交易、缺失收据等）
close-packet-[YYYY-MM]-summary.pdf
 —— 单页文件：
  • 顶部显示月份和企业名称
  • 关键数据（收入、毛利率、净收入）
  • 步骤7中的损益表（P&L）说明
  • 未完成行动项的数量（如有）
将两个文件保存到桌面（或用户指定的路径），并确认文件位置。
有关列规范和PDF布局细节，请查看reference/close-packet-format.md。

Approval gates

审批环节

  • Never run reconciliation on a month that has been filed. Confirm the books are still open before pulling data.
  • Never void or modify a QuickBooks transaction directly. Surface flags; the owner makes changes in QuickBooks.
  • Always pause at Step 6 before producing outputs. Unresolved flags must be acknowledged or explicitly skipped.
  • 切勿对已归档的月份进行对账。 在提取数据前确认账簿仍处于开放状态。
  • 切勿直接作废或修改QuickBooks中的交易。 仅标记异常项；由所有者在QuickBooks中进行修改。
  • 在步骤6必须暂停，然后再生成输出。未解决的标记项必须得到确认或被明确跳过。

Graceful degradation

降级处理方案

Missing connectorFallback
QuickBooksAsk for a QB export CSV (P&L + transaction detail)
Payment processorAsk for a settlement CSV from the processor's website
Desktop (receipts)Ask the user to confirm receipt status for each flagged expense
缺失的连接器替代方案
QuickBooks要求用户提供QuickBooks导出的CSV文件（损益表+交易明细）
支付处理器要求用户从支付处理器网站导出结算CSV文件
桌面（收据）要求用户确认每笔标记费用的收据状态

Reference files

参考文件

  • reference/quickbooks-reconcile.md — QB field mappings, API pagination, common data issues
  • reference/paypal-settlements.md — settlement report structure for PayPal, Square, and Stripe
  • reference/close-packet-format.md — xlsx column specs, PDF layout, file naming convention
  • reference/gotchas.md — duplicate false positives, split transactions, partial-month edge cases
  • reference/examples/pl-narrative.md — worked P&L narrative example
  • reference/quickbooks-reconcile.md —— QuickBooks字段映射、API分页、常见数据问题
  • reference/paypal-settlements.md —— PayPal、Square和Stripe的结算报告结构
  • reference/close-packet-format.md —— xlsx列规范、PDF布局、文件命名规则
  • reference/gotchas.md —— 重复项误判、拆分交易、部分月份边缘情况
  • reference/examples/pl-narrative.md —— 损益表（P&L）说明示例