💼 Seat Charter · Finance & Legal Lead · Tier 2 · v1.2 · 🟢 Live
What this seat exists to deliver, what it is responsible for, what it may decide, and how it is measured.
Part of the REMAP Business Operating System. Approved September 2026 · Reviewed at each quarterly.
Cash position accuracy and contract integrity.
At any moment the business knows exactly what it has, what it owes and what it is owed, and every commitment it has made is documented, enforceable and compliant in every jurisdiction it operates in.
| Reports to | Integrator / COO |
| Directs | Finance Coordinator (bookkeeping, reconciliation, invoicing) |
| Reviews and approves | Two agent-led responsibilities 🤖: Legal & Contracts Coordinator · Compliance Calendar & Audit Trail |
See Accountability Chart.
| Metric | Target |
|---|---|
| Unallocated free cash (after provisions) | Tracked, rising |
| Seats started without funds received | 0 |
| Referral fees within agreed ceiling | Yes |
| Capital repayment on schedule | Yes |
| Invoices paid by due date | ≥ 90% |
| Invoices paid within 7 days of due date | 100% |
| MOR + SaaS MRR (monthly) | For information |
See Weekly Scorecard.
See Quarterly Priorities.
Consolidated view of every account across both entities. Weekly cash position and 13-week forecast. Profit allocated in the agreed order:
Payment runs prepared for approval; nothing released outside the Delegation of Authority.
Xero maintained for every entity (Australian holding entity, US trading entities, and any entity added under the Q4 structure), reconciled monthly, close by working day 10. Monthly P&L and balance sheet per entity, plus a consolidated view. Owns the finance lines on the Weekly Scorecard and reports them at the Weekly Leadership Sync. Directs the Finance Coordinator.
Master Service Agreement and Order Forms A–E kept current and live in the client portal. Client, contractor, referral partner and supplier agreements issued on standard terms; deviations escalated. NDA triage. IP assignment and inter-company agreements maintained. Coordinates external counsel. Reviews the Legal & Contracts Coordinator agent's output.
Statutory calendar for every entity and jurisdiction (Australian company, tax and BAS obligations; US federal and state filings, registered agent; any new entity). Insurance. Privacy, data and security obligations under client contracts: this seat defines what is required and audits that it is done; Technology (DevOps) implements the technical controls. Reviews the Compliance Calendar & Audit Trail agent's output. Nothing lapses.
Maintains the Finance & Capital Register (restricted) with the founder. Runs specialist adviser engagements (accountant, cross-border tax, corporate and commercial legal) from brief to deliverable: entity structure, capital documentation, statutory filings. This is professional advice to the seat, not a board of advisers. Administers the Delegation of Authority and proposes changes quarterly.
| Cadence | What happens |
|---|---|
| Weekly | Cash position and scorecard lines updated before the Monday sync. Payment run prepared. Contract and compliance agent outputs reviewed. Issues raised into the register. |
| Monthly | Close by working day 10. P&L and balance sheet per entity. Referral liabilities reconciled. Reconciliation pack reviewed with the founder. Founder expenses reviewed. |
| Quarterly | Delegation of Authority reviewed and thresholds re-set. Payee list and payment schedule re-approved. Statutory calendar for the next quarter confirmed. Finance & Capital Register updated. Seat charter reviewed. |
| Annually | Tax returns and statutory accounts for each entity. Insurance renewals. Adviser reviews of entity structure. |
Principle: separation of duties. No single person, including the founder, can move company money alone outside a pre-approved schedule.
The Finance & Legal Lead prepares and may release scheduled items and small new items; the founder approves anything new above $1,000 and any payment above $2,500; the Finance Coordinator reconciles.
Thresholds approved by the founder, September 2026; reviewed every quarter.
| Action | Finance & Legal Lead | Founder / CEO | Notes |
|---|---|---|---|
| Accounting records (Xero, both entities) | Full access | — | Accounting access cannot move money. |
| Recurring pre-approved payments (contractor pay run, subscriptions, rent) at scheduled amounts | Prepare and release | Approves the schedule and payee list quarterly | Listed payees only. |
| New expense or new payee under $1,000 | Approve and release | — | Reported in the monthly pack. |
| New expense or new payee of $1,000 or more (including any new team member or contractor) | Prepare only | Approves each | Dual control on anything new above $1,000. |
| Any single payment above $2,500 (any payee, including pre-approved) | Prepare only | Approves | Threshold reviewed quarterly. |
| Cards | Administer the programme, track spend to the cost map | Issues cards and sets limits | See Card & Billing Control. |
| Client Order Forms on standard terms | Issue and countersign | — | Scoping checklist completed first. |
| MSA or Order Form deviations; non-standard commercial terms | Draft and recommend | Approves | |
| Referral partner agreements within the standard ceiling | Issue and sign | — | Above ceiling: founder only. |
| Contractor and supplier agreements on standard templates | Issue and sign | — | Templates approved by founder. |
| Specialist advisers (tax, accounting, legal) | Engage an approved adviser up to $1,500 per engagement, one engagement per adviser per month | Approves each adviser onto the approved list, and anything above the cap | Brief agreed first. |
| Statutory filings and returns | Prepare and submit | Signs where legally required | |
| Contractor pay rates, new engagements, terminations | Prepare | Approves | With the relevant Tier 2 lead. |
| Opening or closing bank accounts, new payment platforms, changing signatories or admins | No | Founder only | |
| Loans, capital, inter-company transfers, distributions | No | Founder only | Recorded in the Finance & Capital Register. |
| Founder's own payments and expenses | — | — | Reviewed monthly by the Finance & Legal Lead. Dual control applies to the founder too. |
🛡️ If anyone asks you to pay outside these rules, even the founder, even urgently, don't. Raise it with the Finance & Legal Lead. Payment requests that bypass the schedule are the most common form of payment fraud.
Design: one card per Tier 2 function seat, held by the seat holder, who is responsible for its spend against a cost map of the subscriptions and costs it carries. Compromise or misuse closes one function's card, not the company's spending.
| Element | Control |
|---|---|
| Cards | Up to five, one per Tier 2 seat, funded from a dedicated account topped up monthly to the sum of the card limits. Cards cannot draw on the profit or operating accounts. |
| Multi-currency spend | One or two multi-currency team cards with low limits, for non-USD costs |
| Limits | Set by the founder per card; reviewed quarterly with the cost map |
| Cost map | Every recurring charge mapped to a card and a seat. Maintained by this seat; reconciled monthly. Unmapped charges are an issue for the Monday sync. |
| Billing entity | All invoicing, subscriptions and card billing migrated to the correct trading entity as part of the Q4 entity work |
Xero (all entities) · Wise · Relay · Stripe · Documenso · Client portal (MSA and Order Form templates) · Internal task platform (to be confirmed: Twenty or Trello; Jira is for software delivery).
Access roles per system are held by the Finance & Legal Lead.
| What fit looks like for this seat | |
|---|---|
| Understands | Cash flow of an upfront-paid staffing model across multiple entities and three currencies; contract structure of MSA plus order forms; statutory obligations in AU and US. |
| Wants | To own the seat and be measured on it. |
| Capacity | The six responsibilities above within the role's hours, with the Finance Coordinator and two agents carrying the volume. |
See Seat Fit Assessment.
| Responsibility | Sits with |
|---|---|
| Pricing, discounts and commercial negotiation | Revenue & Partnerships |
| Hiring decisions and contractor selection | Delivery & Client Ops, with HR Recruiter |
| Approving its own payments or changing its own authority | Founder |
| Capital, loans and distributions | Founder |
| Technical implementation of security and compliance controls | Technology |
| Board of advisers and business advisory relationships | Visionary |
REMAP Business Operating System · Seat Charter: Finance & Legal Lead · v1.2 · September 2026 · Internal · Reviewed at each quarterly