System Spec¶
Purpose¶
Track the financial health of the trading business. Balance sheet, P&L, cash flow, asset depreciation, subscription tracking, prop firm challenge expenses.
Domain: accounting.fatbot.ai Currency: GBP (£) Status: Built and running on port 3100
Core Features¶
1. Balance Sheet¶
Standard accounting equation: Assets = Liabilities + Equity
Assets¶
| Type | Description | Examples |
|---|---|---|
| Cash & bank | Liquid funds on hand | Current account, savings, broker cash |
| Accounts receivable | Money owed to you | Outstanding invoices |
| Fixed assets | Purchased items with value | Computers, monitors, equipment |
Liabilities¶
| Type | Description | Examples |
|---|---|---|
| Accounts payable | Money you owe | Bills due, credit card balance |
| Loans | Debt obligations | Equipment financing, investor loans |
| Tax liability | Estimated tax owed | Quarterly estimates |
Equity¶
| Type | Description |
|---|---|
| Owner's Capital | Money you invested into the business |
| Investor Capital | Money others invested into the business |
| Retained Earnings | Accumulated profit not withdrawn |
| Owner's Draws | Money taken out |
2. Revenue Tracking¶
- Monthly revenue input
- Revenue categories: Trading Income, Service Income, Other Income
- Year-over-year view with monthly grid
- YTD totals and monthly averages
3. Expense Tracking¶
Expense Categories (Pre-seeded)¶
- Software & Subscriptions
- Hardware & Equipment
- Data & Market Feeds
- Education & Training
- Infrastructure (hosting, domains, VPS)
- Professional Services
- Prop Firm Challenges — dedicated category for tracking trading capital expenses
- Depreciation Expense
- Other Expenses
4. Prop Firm Challenges¶
Tracked as a dedicated expense category (prop_firm). When you pay for a challenge account:
- Add as expense, select "Prop Firm Challenges" as expense account
- Shows as its own line in P&L
- Description field captures firm name and account details
5. Fund Account (Capital Injection)¶
For recording money coming into the business from investors or creditors: - Equity sources: Owner's Capital, Investor Capital - Liability sources: Investor Loans, Loans - Deposits into: Any asset account (Current Account, Savings, Broker Cash)
This is separate from Revenue — capital is not earned income.
6. Asset Management & Depreciation¶
Depreciation Methods¶
Straight-line (default):
Monthly depreciation = (Purchase price - Salvage value) / (Useful life years x 12)
Declining balance (accelerated):
Monthly depreciation = Book value x (2 / (Useful life years x 12))
One-click "Depreciate" button on each asset runs one month of depreciation and creates the journal entry automatically.
7. Subscription Tracker¶
- Active/cancelled status
- Monthly and annual frequencies
- Annual costs show monthly equivalent
- Renewal date tracking
- One-click cancel
8. P&L Statement¶
- Period selector (month, quarter, year)
- Revenue breakdown by account
- Expense breakdown by account (including Prop Firm Challenges)
- Net profit with colour indicator (green/red)
9. Cash Flow¶
- 6-month bar chart on dashboard
- Revenue vs expenses per month
- Net cash flow (green positive, red negative)
Pre-seeded Chart of Accounts (27)¶
Assets (7)¶
Current Account, Savings Account, Broker Cash, Accounts Receivable, Computer Equipment, Office Equipment, Software Assets
Liabilities (4)¶
Credit Card, Accounts Payable, Tax Payable, Loans, Investor Loans
Equity (4)¶
Owner's Capital, Investor Capital, Retained Earnings, Owner's Draws
Revenue (3)¶
Trading Income, Service Income, Other Income
Expenses (9)¶
Software & Subscriptions, Hardware & Equipment, Data & Market Feeds, Education & Training, Infrastructure, Professional Services, Prop Firm Challenges, Depreciation Expense, Other Expenses
What This Does NOT Do¶
- Trading P&L calculation (that's the TradingDesk Evaluation Layer)
- Broker account management (that's the Broker Layer)
- Tax filing or compliance
- Multi-currency conversion (GBP only)
- Invoicing or billing