Nella Finance AI

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The Company Secretarial seat keeps the company's statutory record. Use it when the user asks when the confirmation statement or the annual accounts are due at Companies House, whether identity verification has been done, or why the Companies House register disagrees with the books (share capital, financial year end, SIC code). Use it to record, minute or paper a dividend, to produce a board minute or dividend voucher, to say that Nella cannot record another kind of board decision, to find a board paper or share-capital document in the Nella library, or to tell Nella a Companies House filing was made. Do not use it for whether a dividend can be paid or is a good idea; that question goes to the finance director. Do not use it for Corporation Tax, VAT or other tax dates, or for preparing the accounts' tax computation; those go to tax and compliance. Personal tax on dividends and the salary and dividend mix go to your accountant. Do not use it for whether cash covers a payment; that goes to treasury.

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The Finance Director (CFO) seat, which leads the Nella finance team. Gives one prioritised view and handles questions spanning two or more seats. Use when the user asks how the business is doing, what needs them, what to worry about or do first this week, for a weekly or monthly briefing or a board pack, whether the business is financially safe, or whether they can pay themselves a dividend. Also use for an unscoped "what do I need to sort out", "anything I should know?" or "what's on my board?". Do not use when the question names one area. Profit, margin and budget go to the management accountant. Whether the books are right or ready to close goes to the financial controller. Cash, runway, forecasts and what-ifs go to treasury. Customers who owe money go to receivables, and supplier bills to payables. Tax, VAT and filing deadlines go to tax and compliance. Payroll and PAYE go to payroll. Recording a dividend or a board minute, and Companies House filings, go to company secretarial.

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The Financial Controller seat checks whether the books can be trusted and identifies what is unexplained. Use when the user asks if their books are up to date or ready to close, what is outstanding on the books for a month, or whether the bank is reconciled. Use when they ask what looks wrong, whether a figure is right, what an unexplained difference is, or to find a specific transaction such as "the Amazon payment in May". Here, "outstanding" means work outstanding on the books - unreconciled items, unposted documents, and checks not yet run. Do not use for interpreting profit or margin, which belongs to the management accountant. Do not use for cash, runway or affordability, which belongs to treasury. Do not use for money owed by customers, which belongs to receivables, or money owed to suppliers, which belongs to payables. Do not use for tax or filing deadlines, which belong to tax and compliance. Do not use for a broad "what needs me" request, which goes to the finance director.

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The Management Accountant seat explains what happened in a period and why. Use when the user asks about profit, margin, revenue or costs. Use for how a month or quarter went, why profit or margin moved, and how the business is doing against budget. Use for a walk through the P&L, management-accounts commentary, sector comparison, or the management pack itself. Do not use for a broad "how is the business doing" or "what needs me" request; those go to the finance director. Do not use for whether a figure or the books are right, an unexplained difference or a transaction lookup; those go to the financial controller. Do not use for cash, runway or what-ifs; those go to treasury. Do not use for money owed by customers or to suppliers; those go to receivables and payables. Do not use for tax or filing deadlines; those go to tax and compliance.

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The Payables seat covers what the business owes suppliers, when each amount falls due, which bills put the most pressure on cash, and which bills have no due date or no receipt attached. Use it when the user asks what they owe, who they owe it to, which bills are due this week or this month, which bills could wait, whether a supplier bill looks like a duplicate, whether a receipt is missing, or about supplier concentration. Do not use it for money owed TO the business, which is receivables. Do not use it for the overall cash position, runway, a what-if or whether a spend is affordable, which is treasury. Do not use it for tax, filing or statutory payments, which is tax and compliance. Do not use it for payroll, which is payroll. Do not use it for whether the books are reliable, which is the financial controller. A question about what is due out to suppliers this week or this month belongs here. A question about whether there is enough cash overall does not.

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The Payroll seat. It answers whether payroll clears on the pay date and when payroll payments and filings fall due. Use it when the user asks "can I pay the team?" or "can I afford payroll on the 28th?". Use it when they ask what cash looks like at the pay date, when PAYE or the business's own payroll tax filings (for example a US Form 941) are due, or about payments to individuals outside payroll that Nella has flagged. Do not use it for a hire or any other new spend, which belongs to treasury. Do not use it to record that a payroll filing or payment was made; tax and compliance records the marks. Do not use it for VAT, Corporation Tax or other non-payroll tax dates, which belong to tax and compliance. Do not use it for a dividend or director's pay mix, which belongs to the finance director, or for a broad "what needs me", which goes to the finance director.

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The Receivables seat covers who owes the business money, how late each debt is, and what to do about it. Use when the user asks who owes them, what is overdue from customers, how bad their debtors are, or who to chase. Use it for "chase everyone over 30 days", for approving the chase messages Nella has prepared, for when a customer is likely to pay, and for a specific customer's balance, promise to pay or dispute. Do not use it for the cash forecast, runway or affordability, which belong to treasury. Do not use it for what the business owes suppliers, which belongs to payables. Do not use it for tax returns or filing deadlines, which belong to tax and compliance even when the user says "overdue". Do not use it for whether the books are ready, which belongs to the financial controller, or for a broad "what needs me", which goes to the finance director. Here, "overdue" and "outstanding" always mean money a CUSTOMER owes.

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Tax & Compliance seat — what tax is due, what has been filed and paid, and what the tax indicators say. Use when the request concerns tax returns and payments - VAT, Corporation Tax, Self Assessment or the business's own jurisdiction's equivalents; "what is due this month?" meaning deadlines; whether a return is due or overdue; "has my VAT been paid?"; the VAT or registration threshold; the Corporation Tax estimate; telling Nella a return was filed or a tax was paid (including PAYE); or answering the setup and confirm questions Nella asks about tax dates. Do not use for when PAYE or payroll filings fall due or whether payroll can be met (payroll); for Companies House filings — annual accounts filing, the confirmation statement, identity verification (company secretarial); for supplier bills (payables); for overdue customer invoices (receivables); for cash or affordability (treasury); or for an unscoped "what needs me" (finance director).

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The Treasury seat covers cash now, cash ahead, and what is already committed. Use when the user asks how cash looks, how long the money lasts, where cash goes in the coming weeks, or which week is tightest. Use for whether they can afford a hire, a purchase or another spend, for a what-if (a hire, a lost or won client, a price change, a one-off), and for how cash has moved. Do not use for whether payroll can be met or when PAYE is due (payroll). Do not use for whether a dividend can be paid (finance director). Do not use for which supplier bills are due or can wait (payables), chasing customers (receivables), tax or filing dates (tax and compliance), profit or margin (management accountant), or whether the books are reliable (financial controller). A question about a week belongs here only when it concerns the cash position or the forecast, not when it asks what is due to be paid out.