Automated Close: Client Setup & Close Workflow

Kraal's Automated Close system manages month-end and period-end close with templated, dependency-gated checklists. This guide covers setup and the full close workflow.

TIP

For a full reference of every section on the Client Detail page, see the Client Detail Page — User Guide.

Prerequisites

Before setting up automated close, ensure:

• The client record exists in Settings > Clients
• The client has a chart of accounts configured
• Bank feeds or transaction sources are connected

Setting Up Close for a Client

Step 1: Verify the client record

1. Go to Settings > Clients and select the client.
2. Confirm contact information and org context are correct.
3. Ensure the client's ERPNext instance is provisioned and connected.

Step 2: Set up Chart of Accounts

Choose one of three paths:

Method	Best for
Apply Standard Template	Fastest option. Use when the client follows a standard chart structure.
Build with AI	Generate a COA from transactions or bank statements. Good for new clients.
Sync from ERPNext	Use when the client already has a COA in ERPNext. Requires a working connection.

Step 3: Connect ERPNext (if applicable)

1. Click Test ERPNext Connection to verify connectivity.
2. If the test succeeds, run Sync ERPNext COA.
3. For accounting dimensions, click Refresh from ERPNext in the accounting dimensions section.

Step 4: Select a close template

In the Close Configuration section:

1. Select a template from the dropdown.
2. Optionally skip non-required steps.
3. Optionally add client-specific steps.
4. Preview the sequence to confirm the order.
5. Click Save.

Step 5: Configure accrual schedules (optional)

If the client uses accrual basis accounting with recurring adjustments:

1. Go to the Accrual Schedules panel.
2. Define recurring accrual logic — accounts, amounts, and frequency.
3. Save the schedule.

Close Templates

Close templates define the sequence of steps required to complete a period close. Templates are dependency-gated — each step specifies which preceding steps must be complete before it can begin.

Key features:

• Firm-wide templates — create standard templates that apply across all clients
• Client overrides — customize individual steps per client without changing the base template
• Step types — automated tasks (run by AI), manual tasks (require user action), and approval gates (require sign-off)
• Dependencies — define which steps block others (e.g., "Post all transactions" must complete before "Trial balance review")

To manage templates, go to Settings > Close Templates.

Close Dashboard

The Close Dashboard is your central view for monitoring close progress across all clients. It shows:

• Active close periods — which clients have open periods and their current status
• Progress indicators — completion percentage for each client's close checklist
• Blocking items — steps that are overdue or stuck, requiring attention
• Timeline — target close dates and actual progress against them

Access the Close Dashboard from the sidebar under Automated Close.

Close Period

A close period represents a specific accounting period (typically a month) being closed. Each period moves through a defined lifecycle:

1. Collecting — gathering transactions, bank data, and source documents
2. Processing — posting transactions, running categorization, applying accruals
3. Reconciling — matching bank transactions to ledger entries, resolving variances
4. Review — reviewing trial balance, financial statements, and adjustments
5. Closed — period is finalized and locked

To create a close period:

1. Open the client's close workspace.
2. Click New Period.
3. Set the start date, end date, and accounting basis.
4. Click Create to begin the close workflow.

Once created, the close checklist populates with steps from the assigned template.

Close Checklist

The close checklist is the step-by-step task list for completing a period close. Each item shows:

• Step name and description
• Status — not started, in progress, complete, or blocked
• Assignee — who is responsible (user or AI)
• Dependencies — which steps must finish first
• Due date — target completion date

Steps that are blocked by incomplete dependencies are visually distinguished and cannot be started until their prerequisites are met.

Working through the checklist:

• Click a step to see its details and take action
• Automated steps can be kicked off with a single click
• Manual steps include instructions and a completion toggle
• Approval gates require explicit sign-off before downstream steps unlock

Close Binder

The Close Binder is the compiled output package for a completed close period. It contains:

• Financial statements — P&L, balance sheet, cash flow statement
• Trial balance — detailed trial balance for the period
• Bank reconciliation summaries — reconciliation status for each account
• Supporting schedules — accrual schedules, depreciation schedules, and adjustments
• Variance analysis — period-over-period comparisons and explanations

Generate the Close Binder from the close period view once all checklist items are complete. The binder can be exported as a PDF package for client delivery or audit review.

Financial Packs

Financial Packs are pre-configured report bundles that compile multiple financial reports into a single deliverable. Use them to generate client-ready reporting packages.

Included reports:

• Profit & Loss statement
• Balance sheet
• Cash flow statement
• AR/AP aging summaries
• General ledger excerpts
• Custom schedules (if configured)

To generate a Financial Pack:

1. Open the client's close workspace or use the Financial Pack quick action in the Command Center.
2. Select the reporting period.
3. Choose which reports to include.
4. Click Generate.
5. Review the compiled pack and export or share it.

Financial Packs can be generated independently of the close process — you do not need an active close period to create one.

Close Engine

The Close Engine is the automation system that powers the close workflow. It orchestrates:

• Task sequencing — runs steps in the correct order based on template dependencies
• AI task execution — automatically executes steps assigned to the AI (e.g., posting recurring entries, running reconciliation)
• Status tracking — monitors completion and updates the checklist in real time
• Notifications — alerts you when manual steps are ready or when issues arise

The Close Engine runs in the background once a close period is kicked off. You can monitor its progress from the Close Dashboard or the individual close period view.

Troubleshooting

• Steps won't progress — check that prerequisite steps are marked complete. Steps are dependency-gated and won't start until blockers are resolved.
• Close period stuck — verify that bank reconciliation is complete and all transactions are posted for the period.
• Template changes not reflected — template changes apply to new close periods. Existing periods use the template version that was active when the period was created.
• Close Binder generation fails — ensure all required checklist items are complete before generating.