Owner: Finance Lead
Joint Ownership: Legal Lead (DOC-02 co-owner) · Andrew Herbert (approver)
Department: D6 — Operations (Finance)
Entity: REMAP.ai (AU) + PrivateAI (US) — both
Status: v0.9 · Not Started
Version: 0.9 | Last updated: 2026-04-23 | Classification: Confidential
What this workflow does: Governs all revenue and cost transfers between REMAP.ai
(AU) and PrivateAI (US) that arise when one entity sources a client and the other
delivers the service. Produces and maintains two outputs — a live transfer log and
the foundational intercompany arrangement document.
What triggers it: Two distinct triggers:
What it produces:
OPS-F01b-DOC-01 — Intercompany Billing Schedule & Transfer Log (Google Sheet
OPS-F01b-DOC-02 — Intercompany Arrangement Document (Google Doc, advisor-reviewed,Why it matters: Without this workflow, intercompany revenue flows are unrecorded,
GST and US transfer pricing obligations go unmet, and both entities carry incorrect
financial positions. This is a legal and tax compliance requirement in both AU and US
jurisdictions — not optional.
⚠️ Andrew Involved — Andrew approves OPS-F01b-DOC-02 (Intercompany Arrangement
Document). This is a hard dependency — no intercompany billing can commence without
it. Andrew also participates in the quarterly transfer log review with the Finance
Lead and accounting advisors.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Finance Lead | D6 Operations | Primary owner. Runs the monthly billing cycle, maintains the transfer log, raises Xero intercompany invoices and bills, coordinates quarterly advisor review. | No |
| Legal Lead | D6 Operations | Co-owner of DOC-02. Reviews and confirms legal terms of the intercompany arrangement, ensures governing law and IP clauses are correct. | No |
| Andrew Herbert — CEO | Strategic | Approves DOC-02 before any billing commences. Participates in quarterly review. Hard gate — no billing without his sign-off. | Yes |
| External accounting advisors (AU + US) | External | Recommend transfer pricing methodology. Confirm GST treatment (AU) and transfer pricing documentation requirements (US). Sign off on DOC-02 and annual reviews. | No |
| Direction | When it applies |
|---|---|
| REMAP.ai → PrivateAI | REMAP.ai sourced the client · PrivateAI delivered the service · REMAP.ai invoices PrivateAI for delivery services rendered |
| PrivateAI → REMAP.ai | PrivateAI sourced the client · REMAP.ai delivered · less common |
Direction determined by: SAL-01e-DOC-03 (Sales Handoff Pack) — confirms which
entity sold each deal.
Step 1 — Establish the intercompany legal and financial structure
Step 2 — Accounting advisor review (both jurisdictions)
Step 3 — Andrew sign-off on DOC-02 ⚠️ Hard gate
Step 4 — Configure Xero in both entities
Step 5 — Build the Google Sheet master log (DOC-01)
/Finance/Intercompany/.Step 6 — Identify trigger events from the invoice register
Step 7 — Calculate the transfer amount
🤖 Step 8 — Raise intercompany invoice in Xero AU (REMAP.ai)
🤖 Step 9 — Raise mirror intercompany bill in Xero US (PrivateAI)
Step 10 — Log the transfer in DOC-01 (Google Sheet)
Step 11 — Month-end reconciliation
🤖 Step 12 — Update downstream workflows
Step 13 — Quarterly review with Andrew and accounting advisors
| Tool | How it's used | Agent-ready |
|---|---|---|
| Google Sheets | DOC-01 master transfer log — all records, running balance, quarterly review | Yes — API + MCP |
| Google Docs | DOC-02 Intercompany Arrangement Document | Yes — API + MCP |
| Xero (AU — REMAP.ai) | Raises intercompany invoices; generates AU reference numbers; tracks GST | Yes — API |
| Xero (US — PrivateAI) | Raises mirror intercompany bills; generates US reference numbers | Yes — API |
| n8n | Automation: Xero invoice creation + Finance Dashboard update — pending OPS-O02 | Yes — native |
| DocuSign | Andrew's sign-off on DOC-02 — TBD pending OPS-O02 | TBD |
| Decision | Occurs at | Options | Owner |
|---|---|---|---|
| Transfer pricing methodology | Step 1 | Cost-plus / Resale price / CUP / compliance risk → escalate | Advisors → Andrew final |
| Intercompany trigger present this period? | Step 6 (monthly) | Yes → Steps 7–12 · No → nil return, close month | Finance Lead |
| Transfer direction | Step 6 | REMAP.ai → PrivateAI / PrivateAI → REMAP.ai | Finance Lead (per SAL-01e-DOC-03) |
| Month-end reconciliation passes? | Step 11 | Matched → close · Mismatch → investigate and correct | Finance Lead |
| DOC-02 update required after quarterly review? | Step 13 | No → close quarter · Yes → return to Steps 1–3 | Finance Lead + advisors + Andrew |
| Scenario | How to handle | Escalation |
|---|---|---|
| No DOC-02 signed before first revenue event | Block — do not raise any intercompany invoice | Finance Lead → Andrew — immediately |
| FX rate mismatch between Xero AU and US | Use agreed source from DOC-02 on invoice date. Correct incorrect entry. Note in DOC-01. | Finance Lead resolves |
| Only one side of Xero entry raised | Raise missing entry immediately — reconciliation at Step 11 catches this | Finance Lead resolves before month-end |
| Client invoice credited or reversed after transfer logged | Log a reverse entry in DOC-01 referencing original Transfer ID. Raise credit notes in both Xero entities. | Finance Lead; flag to advisors at quarterly review |
| Monthly billing cycle missed | Catch up following period — log two periods with correct dates. Note delay in DOC-01. | Finance Lead flags to Andrew at next L10 |
| Transfer pricing challenged by ATO or IRS | Engage advisors in both jurisdictions immediately. Do not alter historical entries without advisor instruction. | Finance Lead → Andrew → advisors |
| Andrew unavailable to sign DOC-02 | No intercompany billing commences. Flag as blocker at next L10. | Direct escalation to Andrew |
| Metric | Type | Target |
|---|---|---|
| Monthly transfer log complete within 5 business days of month-end | Lagging | 100% of trigger events logged |
| Month-end reconciliation — zero unresolved mismatches | Lagging | 100% |
| Quarterly advisor review completed within 2 weeks of quarter-end | Lagging | 100% |
| DOC-02 current and advisor-confirmed | Leading | Annual review complete; no material change unaddressed |
| Both Xero entries raised within the same monthly cycle | Lagging | 100% — both reference columns populated same period |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 8 — Raise Xero AU invoice | Manual | n8n trigger from new Sheet row → auto-create draft Xero invoice in AU entity | n8n + Xero API | Medium |
| Step 9 — Raise Xero US bill | Manual | Same n8n workflow → auto-create mirror draft bill in US Xero | n8n + Xero API | Medium |
| Step 12 — Update Finance Dashboard | Manual | n8n scheduled pull from DOC-01 running balance → auto-update Finance Dashboard | n8n + Google Sheets | Low |
| Step 6 — Identify trigger events | Manual | n8n flags rows in OPS-F01a where entity mismatch exists → notify Finance Lead | n8n + Google Sheets | Low |
All automation pending OPS-O02 confirmation of n8n ↔ Xero integration.
| Field | Format | Source |
|---|---|---|
| Transfer ID | IC-[YEAR]-[NNN] | Finance Lead — sequential |
| Period | Month YYYY | Finance Lead |
| Client ID | Text — matches OPS-F01a | OPS-F01a-DOC-01 |
| Invoice reference | Xero invoice number | OPS-F01a-DOC-01 |
| Revenue amount | Currency | OPS-F01a-DOC-01 |
| Direction | REMAP.ai → PrivateAI / reverse | SAL-01e-DOC-03 |
| Transfer basis | % revenue / fixed fee / cost-plus | DOC-02 lookup |
| Transfer amount AUD | Currency | Calculated |
| Transfer amount USD | Currency | AUD × FX rate |
| FX rate + source | Decimal + source | Finance Lead — rate on invoice date |
| Xero IC invoice ref (AU) | Xero reference | Pasted from Xero AU (Step 8) |
| Xero IC bill ref (US) | Xero reference | Pasted from Xero US (Step 9) |
| Transfer date | Date | Date Xero invoice raised |
| Tax treatment AU | GST Yes/No + code | Per DOC-02 + advisor |
| Tax treatment US | Transfer pricing note | Per DOC-02 + advisor |
| Running balance YTD | Currency | Google Sheets formula — auto |
| Advisor review | Yes/No + date | Finance Lead — quarterly |
| Notes | Free text | Finance Lead |
| Direction | Workflow | What flows |
|---|---|---|
| Upstream | OPS-F01a-DOC-01 — Invoice Register | Revenue events where selling ≠ delivering entity trigger a transfer |
| Upstream | SAL-01e-DOC-03 — Sales Handoff Pack | Confirms which entity sold each deal — determines transfer direction |
| Downstream | OPS-F01-DOC-01 — Finance Dashboard | Current net intercompany balance updated after each monthly close |
| Downstream | OPS-F01c — Financial Forecast | Intercompany transfer actuals and forward flows modelled here |
| Downstream | OPS-L01-DOC-01 — Legal Register | DOC-02 registered as a live legal document |
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-04-23 | Initial draft — 13-step process across 3 phases (setup, monthly cycle, quarterly review), transfer log field specification, Xero configuration for both entities, transfer pricing methodology decision gates, Andrew hard gate at Step 3. | REMAP Workflow Builder |