Owner: Finance Lead
Joint Ownership: Andrew Herbert (strategic inputs + budget approval) ·
BA (pipeline + pricing inputs)
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: Builds and maintains the rolling financial forecast and
annual budget model covering both entities. Consolidates revenue projections, cost
assumptions, headcount plans, intercompany flows, and cash forecasts into a single
24-month model. Produces scenario analysis (base / upside / downside) and a live
budget-vs-actual view.
What triggers it: Two distinct triggers:
What it produces: OPS-F01c-DOC-01 — Financial Forecast & Budget Model (Google
Sheets). A single live model covering revenue projections by entity and product line,
cost model, headcount plan, EBITDA, cash flow, 24-month cash balance, runway
calculation, scenario analysis, and budget-vs-actual variances.
Why it matters: This model is the financial engine of the business. It drives
every hiring decision, investment decision, pricing decision, and quarterly goal-setting
(OPS-O04b Rocks). Without an accurate, current model, Andrew and the leadership team
are making the most important business decisions without reliable financial data.
⚠️ Andrew Involved — Andrew provides strategic inputs (revenue targets, hiring
approval, investment priorities). Reviews the model at quarterly Rocks (OPS-O04b)
and annual V/TO (OPS-O04c). All scenario outcomes and budget approvals require his
sign-off. No budget is live until Andrew approves.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Finance Lead | D6 Operations | Model owner. Builds and maintains the Google Sheet. Plugs in monthly actuals. Refreshes forward view. Coordinates inputs from BA and Andrew. Runs the model for quarterly and annual reviews. | No |
| Andrew Herbert — CEO | Strategic | Provides strategic direction inputs. Reviews model at quarterly Rocks and annual V/TO. Approves annual budget. Signs off on all scenario outcomes used for strategic decisions. | Yes |
| BA — Business Analyst | D6 Operations | Provides pipeline data and pricing inputs — average deal size by product, pipeline conversion rates, and new product revenue assumptions. | No |
| Head of Delivery | D4 Delivery | Provides delivery capacity and utilisation inputs for headcount plan. Flags contractor cost assumptions. | No |
| External accounting advisors | External | Cost inflation assumptions, tax provisions, and FX guidance. Consulted at annual budget build. | No |
File: Google Sheets | Location: /Finance/Forecasting/ | Wiki.js: Finance > Forecasting
| Tab | Purpose |
|---|---|
| 00 — Cover | Model version, last updated date, owner, entity, status, linked documents |
| 01 — Assumptions | All key inputs — headcount, deal sizes, conversion rates, cost inflation, FX rates, sources, dates |
| 02 — Revenue REMAP.ai | 24-month AI Adoption Pathway + Speaking/consulting revenue projection |
| 03 — Revenue PrivateAI | 24-month AIe + AIc + AI Project + Infrastructure revenue projection |
| 04 — Intercompany | Transfer flows between entities per OPS-F01b-DOC-02 methodology |
| 05 — Combined Revenue | Total group revenue monthly + annual, both entities consolidated |
| 06 — Cost Model | Monthly costs by category (people / tools / AWS / legal / marketing / travel / other) |
| 07 — Headcount Plan | Current + planned hires: role / entity / start date / salary / on-costs / approval status |
| 08 — EBITDA | Gross margin by product line + EBITDA monthly + annual, both entities + group |
| 09 — Cash Flow | Operating + investing + financing cash flow, monthly, both entities |
| 10 — Cash Balance | Opening balance + monthly cash flow = closing balance, 24-month, both entities |
| 11 — Runway | Runway calculation under base / bear (−30%) / bull (+20%) scenarios |
| 12 — Scenarios | Three complete scenario views with EBITDA, cash, and runway |
| 13 — Budget vs Actual | Current year — monthly actuals vs budget, variance $ and %, by revenue and cost line |
| 14 — Pricing Sensitivity | Impact of ±10%, ±20%, ±30% price changes on gross margin and revenue by product |
| Entity | Product line | Revenue type |
|---|---|---|
| REMAP.ai | AI Adoption Pathway | Project-based, pipeline-driven |
| REMAP.ai | Speaking and consulting | Event-based, Andrew-dependent |
| PrivateAI | Embedded AI Engineer (AIe) | Recurring monthly — headcount × rate |
| PrivateAI | AI Compliance (AIc) | Project-based |
| PrivateAI | AI Project | Milestone-based |
| PrivateAI | Infrastructure | Recurring |
Step 1 — Gather assumption inputs from all contributors
Step 2 — Build the revenue model (both entities)
Step 3 — Build the cost model
Step 4 — Build the headcount plan tab
Step 5 — Build EBITDA, cash flow, and cash balance projections
Step 6 — Build scenario analysis tab
Step 7 — Build pricing sensitivity tab
Step 8 — Andrew review and budget approval ⚠️ Hard gate
/Finance/Forecasting/.🤖 Step 9 — Plug in monthly actuals (revenue)
Step 10 — Update pipeline assumptions in the forward view
Step 11 — Update cost actuals and headcount changes
Step 12 — Recalculate and sense-check the full model
🤖 Step 13 — Update the Finance Master Dashboard
Step 14 — Quarterly model review for Rocks planning (OPS-O04b)
Step 15 — Annual model review and V/TO financial targets (OPS-O04c)
| Tool | How it's used | Agent-ready |
|---|---|---|
| Google Sheets | Primary model — all tabs, all calculations, all views | Yes — API + MCP |
| Xero (AU + US) | Source of actual revenue and cost data plugged in monthly | Yes — API |
| Google Meet | Annual budget review, quarterly review, Andrew input sessions | Yes |
| n8n | Auto-pull actuals from Xero/Invoice Register; auto-update Finance Dashboard — pending OPS-O02 | Yes — native |
| SAL-01-DOC-01 | Pipeline Dashboard — BA pulls pipeline data for revenue assumptions | TBD — pipeline tool pending |
| Decision | Occurs at | Options | Owner |
|---|---|---|---|
| Missing input at budget build | Step 1 | Available → proceed · Unavailable → use proxy, flag as assumption | Finance Lead |
| Andrew budget approval | Step 8 ⚠️ | Approved → live annual budget · Changes → revise, resubmit | Andrew Herbert |
| Runway below safe threshold | Step 12 (monthly) | >6 months bear → no escalation · <6 months bear → flag Andrew immediately | Finance Lead → Andrew |
| Material assumption change at quarterly review | Step 14 | No material change → minor updates · Material change → revise base case, rerun scenarios | Finance Lead + Andrew |
| Scenario | How to handle | Escalation |
|---|---|---|
| Monthly actuals not available by update deadline | Use prior month actuals as proxy. Flag as provisional. Update when actual data available. | Note in model — no escalation unless >2 weeks late |
| Pipeline data not available from BA | Use prior month pipeline assumptions. Note as stale in forward revenue tab. Flag to BA for priority update. | Finance Lead → Andrew if >1 month stale |
| Runway drops below 6 months under base case (not just bear) | Finance Lead escalates to Andrew immediately. Convene financial review within 5 business days. | Finance Lead → Andrew → leadership team |
| Andrew unavailable for annual budget review | Present to Andrew's delegate if authorised or reschedule within 2 weeks. Model remains draft until Andrew approves. | Finance Lead flags at next L10 |
| Model formula errors introduced during update | Roll back to backup of last clean version. Reapply actuals manually. | Finance Lead resolves; no escalation unless data loss |
| Revenue assumptions >30% off actual | Finance Lead flags to Andrew and BA. Revise assumptions. Treat as quarterly review trigger regardless of timing. | Finance Lead → Andrew |
| New product launched not in the model | Finance Lead adds new product line tab using MKT-02-DOC-01 assumptions. Flag that prior months had no forecast for this line. | BA provides assumptions; Finance Lead updates |
| Metric | Type | Target |
|---|---|---|
| Monthly actuals update within 5 business days of month-end | Lagging | 100% |
| Revenue forecast accuracy | Lagging | Actual monthly revenue within ±15% of forecast |
| Cost forecast accuracy | Lagging | Actual monthly costs within ±10% of budget |
| Runway visibility — bear scenario | Leading | Model always shows ≥12 months runway under bear scenario |
| Quarterly review pack delivered before Rocks planning session | Lagging | 100% |
| Annual budget approved before financial year start | Lagging | 100% |
| Model formula integrity | Leading | Zero formula errors in live model |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 9 — Plug in monthly revenue actuals | Manual | n8n scheduled trigger → pull revenue from Xero → auto-populate actuals row | n8n + Xero API | Medium |
| Step 10 — Update pipeline assumptions | Manual | n8n trigger from pipeline tool → auto-update forward revenue assumptions | n8n + pipeline tool (TBD) | Medium |
| Step 11 — Enter cost actuals | Manual | n8n scheduled trigger → pull costs from Xero by category → auto-populate cost actuals | n8n + Xero API | Medium |
| Step 13 — Update Finance Dashboard | Manual | n8n formula link or scheduled pull → auto-update Dashboard from model key outputs | n8n + Google Sheets | Low |
All automation pending OPS-O02 (Technology Stack) confirmation of n8n ↔ Xero
and n8n ↔ Google Sheets integrations.
| Direction | Workflow | What flows |
|---|---|---|
| Upstream | OPS-F01a-DOC-01 — Invoice Register | Monthly actual revenue plugged into model at Step 9 |
| Upstream | SAL-01-DOC-01 — Pipeline Dashboard | Pipeline value and deal size inputs from BA at Steps 1 and 10 |
| Upstream | OPS-H01a-DOC-01 — Hiring Process | Confirmed headcount plan and salary costs feed the people cost model |
| Upstream | MKT-02-DOC-01 — Product Validation | New product revenue assumptions from BA at Step 1 |
| Upstream | OPS-F01b-DOC-01 — Intercompany Transfer Log | Intercompany revenue flows modelled in combined entity view |
| Upstream | OPS-O04c-DOC-01 — V/TO | Andrew's annual financial targets set the top-line assumption |
| Downstream | OPS-F01-DOC-01 — Finance Dashboard | Forecast data updated after each monthly cycle |
| Downstream | OPS-O04c-DOC-01 — V/TO | Financial targets confirmed at annual review feed into V/TO |
| Downstream | OPS-O04b-DOC-01 — Quarterly Rocks | Financial goals confirmed at quarterly review feed into Rock setting |
| Downstream | OPS-O01-DOC-01 — Pricing Framework | Gross margin and pricing sensitivity feed pricing decisions |
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-04-23 | Initial draft — 15-step process across 4 phases (annual build, monthly maintenance, quarterly review, annual V/TO), 14-tab Google Sheet specification, three scenario analysis (base/bear/bull), runway safe threshold (6 months bear), Andrew hard gate at Step 8. | REMAP Workflow Builder |