The Finance, Accounting & Analytics Handbook 

This resource is for firms within The Launch Box ecosystem to provide helpful information on our Finance & Accounting team, services, guidelines, and tools. You’ll also find links to important forms and supplementary documents specific to each firm within The Launch Box ecosystem, as well as learning resources on metrics and key finance terms.

For complete information on everything from timesheets to taxes, use the links below to navigate to what you need!

FIRMS WITHIN THE LAUNCH BOX ECOSYSTEM

  • Echelon Risk + Cyber

    Echelon Risk + Cyber

    Echelon Risk + Cyber is a cybersecurity services firm built on the belief that privacy and security are basic human rights.

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  • Hyperscayle

    Hyperscayle

    Hyperscayle is a revenue operations advisory and implementation firm. They improve how marketing and sales work together to grow revenue.

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  • VEscape Labs

    VEscape Labs

    Turbo-charge your cloud initiatives. VEscape Labs is a technical development firm specialized in cloud technologies.

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  • Blue Trail Digital

    Blue Trail Digital

    Blue Trail Digital activates digital asset management (DAM) across business functions to empower a stable brand ecosystem.

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  • DX Foundation logo with a red D and X, and black text 'DX Foundation'

    DX Foundation

    DX Foundation builds future-ready digital experiences, optimizing the way customers, users, and IT teams experience Salesforce.

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  • Logo with a red gear icon and the word "Improv" in black text.

    Improvizations

    Improv is a workforce management and human capital management firm, focused on UKG, Zaddons, and Process Street implementations and services.

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  • Kinavic Leadership Acceleration

    Kinavic Leadership Acceleration

    Kinavic is an executive leadership acceleration and advisory firm serving the professional services, consulting and PE industries.

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  • Proscalar

    Proscalar

    Proscalar is a data-driven marketing firm focused on end-to-end marketing solutions designed to help clients reach their summit.

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  • Delicious Digital

    Delicious Digital

    Delicious Digital Marketing is a digital-first, full-service marketing agency serving hospitality, wellness, and lifestyle brands.

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FINANCE & ACCOUNTING TEAM

  • Ethan Schulz

    Ethan Schulz

    DIRECTOR OF FINANCE

    Ethan.Schulz@thelaunchbox.com

    Contact Ethan with questions on:
    - Financial planning & strategy
    - Accounting statements
    - Invoices (AP/AR)
    - Cash flow requests, actuals or forecasts
    - US payroll

    Ethan has over five years of progressive financial planning & accounting (FP&A) experience at a growing consulting firm, where he worked with executive leadership to support their growth from under 200 professionals to over 450. Through driving effective financial transformation, his goal is to provide scalable and actionable analytics, allowing for more active partnership with founders who are scaling their business.

  • A young man with dark, curly hair and glasses standing outdoors near a building with large windows and wooden paneling.

    Isaac Perez

    ACCOUNTING LEAD

    Isaac.Perez@thelaunchbox.com

    Contact Isaac with questions on:
    - Accounting statements
    - Mexico payroll

    Isaac is a qualified accountant with +14 in accounting practice, 6 years’ spent in the auditing field, he has participated in an assortment of engagements across different industries, plus more than 8 years having worked for some companies with business from manufacturing to services firms. Engaged to deliver as best service as possible to his clients and support them to scale their business through accurate and reliable financial information. Passionate and committed, results oriented and with a strong analytical and problem-solving profile. Believing that achieving goals depends on self-compromise.

  • A young man with dark hair, wearing a black quilted jacket over a blue and white checkered shirt, standing outdoors in front of a gray wall and green shrubbery.

    DANIEL BERNASCONI

    SENIOR FINANCIAL ANALYST

    Daniel.Bernasconi@thelaunchbox.com

    Contact Dani with questions on:
    - Financial planning, admin & analysis
    - Reports and dashboards

    Daniel graduated from Tec de Monterrey with a bachelor’s degree in finance, specializing in alternative investments and investment banking. He seized the opportunity to work at an international consulting firm and two local private equity firms in Guadalajara, collectively managing over $100 million dollars in assets. Now at TLB, Daniel leverages this experience to add value to clients through expertise in FP&A, reports, and automation.

  • Fatima Davila

    Fatima Davila

    ACCOUNTANT SPECIALIST

    Fatima.Davila@thelaunchbox.com

    Contact Fati with questions on:
    - US payroll & reimbursements
    - Mexico payroll

    Fatima graduated from UAG University with a bachelor’s degree in accounting and has over five years of experience in Mexican and US accounting and taxes. She is committed to personal and professional growth, guided by values such as respect, loyalty, integrity, empathy, and ethics, while always prioritizing client needs.

  • Julieta Alvarez Montes

    Julieta Alvarez

    FINANCIAL OPERATIONS INTERN

    Julieta.Alvarez@thelaunchbox.com

    Julieta is Business and Management student with global experience. She is passionate about creating meaningful client connections and bringing ideas to life through dynamic projects and events. With a strong background in event organization, she thrives in collaborative environments, solving problems and driving results. She is committed to bringing energy, innovation, and a proactive mindset to the Launch Box team, ensuring every project is executed with excellence.

  • Renata_Martínez

    Renata Martínez

    ACCOUNTING INTERN

    Renata.Martinez@thelaunchbox.com

    Renata is a detail-driven accounting intern. She is passionate about delivering precise financial solutions that support clients' success.  She specializes in key financial platforms, including data analysis, streamlined accounts receivable, and Sage for comprehensive accounting and reporting.

  • A young man in a black suit, white shirt, and black tie standing outdoors during sunset with a historic building and trees in the background.

    NIKOLA MARKOVIC

    DATA INTERN

    Nikola.Markovic@thelaunchbox.com

    Niko is a lifelong learner, driven by a curiosity for emerging technologies that foster and accelerate positive change within organizations. He strives to make an impact in every capacity he is a part of.

    Specialties: Python, C++, SQL, JavaScript.

Finance Department Framework

The TLB finance team is responsible for a wide range of services and tasks across various functions. Below is a detailed overview of these responsibilities. 

Accounting 

In the accounting domain, the finance team manages the Profit & Loss (P&L) statements, balance sheets, bank and general ledger entries, and payroll. They focus on key financial metrics such as Cost of Goods Sold (COGS), Selling, General, and Administrative expenses (SG&A), net income, and equity.

For any information regarding accounting statements, please contact Isaac Perez or Ethan Schulz. 

Reporting 

The finance team is also tasked with comprehensive reporting. This includes maintaining a corporate scorecard, producing weekly performance summaries, variance reporting, margin analysis, expense and invoice reports, and developing future Business Intelligence (BI) dashboards. They ensure standardized financial reporting and provide performance reporting as needed.  

For any information regarding reports and dashboards for all clients, please contact Daniel Bernasconi. 

Payroll

In the payroll domain, the accounting team manages payroll processing for both US and MX employees, ensuring accurate and timely salary payments. They handle employee reimbursements, benefits administration, tax withholdings, and compliance with local labor regulations. Their focus includes payroll expenses, deductions, and employer contributions to provide accurate financial reporting. 

For information regarding US payroll and reimbursements, please contact Ethan Schulz or Fatima Davila. 
For any information regarding Mexico payroll and reimbursements, please contact Isaac Perez or Fatima Davila. 

Planning and Budgeting 

Annual revenue and expense planning and budgeting are crucial functions handled by the finance team. They conduct scenario planning from revenue to net income and use guideposts in reporting to inform progress toward selected plans.

For any information regarding financial planning, administration, and analysis, please contact Ethan Schulz or Daniel Bernasconi.   

Forecasting and Modeling 

The team supports financial models for forecasts, provides pricing support, and engages in deal desk and scenario planning. They carry out ongoing scenario planning for tactical financial advisory, manage the project margin/deal desk matrix, and perform 3+9, 6+6, and 9+3 forecasting. 

For any information regarding financial planning, administration, and analysis, please contact Ethan Schulz or Daniel Bernasconi.   

Treasury 

In the treasury function, the finance team handles accounts receivable (AR) and accounts payable (AP), bank reconciliation, payroll, and operational cash flows. They ensure cash flow visibility and the efficient and effective deployment of capital, including managing Kianalei Capital injections.  

For any information regarding client invoices, please contact your firm’s Project Controller or Ethan Schulz.
For information regarding cashflow requests, actuals or forecasts, please contact Ethan Schulz.

Analytics 

Broadly, the analytics function within the TLB finance team relates to the coordination of data pipelines and the transformation of data into a usable format and charts. Specifically, this involves utilizing APIs to extract data, SQL or similar language related interfaces to transform data. 

What We Need from YOU! 

Delivery consultants have specific responsibilities to facilitate smooth financial operations. These include personal tax filing and obligations, timely submission of timesheets and expenses, performance against plan, updates on project delays and expansions, and managing client relationships concerning invoice collections when significantly past due. 

Forms and Supplementary Documentation

Every firm within The Launch Box Ecosystem has access to a folder that provides easy access to any necessary financial forms the company may need. 
Here is the standard package of unique forms we maintain for each firm: 

Vendor Onboarding:  

  • This is an Excel spreadsheet that contains information that is usually solicited by clients when onboarding new vendors. 

W9 Tax Form:  

  • Tax form meant to identify each Firm legally to their vendors and clients. 

Bank Account Info:  

  • Official document outlining bank Wire/ACH details, sometimes requested by clients or vendors to confirm the accuracy of banking information. 

EIN Letter:  

  • Letter from the IRS denoting the Firm’s Employer Identification Number 

Expense Guidelines

DOWNLOAD GUIDE
TLB - Expense Guide by The Launch Box

Timesheet Guidelines

To accurately record your work hours and track project progress, please follow these steps to access and complete your timesheets in Kantata. 

Accessing Timesheets: 

  • Navigate to the left drop-down menu. 

  • Select Time & Expenses. 

  • Click on Timesheets. 

Recording Time: 

  • In the Project drop-down menu, select the specific project you are recording time for. 

  • Proceed to the Task drop-down menu and select the appropriate task related to the project. 

  • Enter the number of hours you worked on the selected task and project. 

Reviewing Hours: 

  • Once you have entered your hours, you will be able to see the amount of billable and nonbillable hours you have recorded for the week. 

  • The system will also display your Net Utilization / WK, which indicates the percentage of your total tracked time against work hours. There is an additional two lines indicating your billable and non-billable utilization.  

Submission Deadline: 

It is crucial to submit your timesheets by the end of each week. All timesheets must be completed and submitted by Sunday at 6:00 PM CST. This ensures that our records are up-to-date and accurate for billing and project management purposes. 

Additional Tips for Accurate Time Tracking:

  • Consistency: Make it a habit to update your timesheet daily to avoid last-minute rushes and ensure accuracy. 

  • Detailing Tasks: When selecting tasks, choose the most specific task available to provide a detailed record of your work. 

  • Billable vs. Non-billable: Any time coded to a client project should appear as billable (blue lettering); if it does not, please reach out to the Finance team. All other time will appear as non-billable. 

  • Review Before Submission: Double-check your entries for any discrepancies or missing information before submitting your timesheet. 

By following these steps, you will help maintain accurate project records, facilitate timely billing, and contribute to effective project management. Thank you for your cooperation and diligence in completing your timesheets promptly.

Finance and Analytics Systems

The Finance Team uses multiple platforms for storing and utilizing data to provide important metrics to our partners. This section will detail information about all the different platforms we use, how to access these platforms, naming conventions, table schema, and more. 

  • Kantata provides comprehensive tools for project management, resource management, collaboration, and financial management tailored to professional services organizations. Kantata offers a user interface that allows users to manage tasks, track time and expenses, allocate resources, and generate reports and dashboards to monitor project progress and performance. 

    Appended below is the Kantata Onboarding documentation. 

    This document includes information about how to access your account, how to configure your account, daily activities, weekly activities, and project closing information. 

    Why is Kantata helpful for users?

    Kantata software is highly useful for users because it integrates project management, resource management, and financial management into a single, cohesive platform, enhancing operational efficiency and collaboration. Its robust project planning and scheduling tools, coupled with real-time collaboration features, ensure teams stay aligned and productive.  

    The software's detailed resource allocation and capacity planning capabilities help managers optimize resource utilization, while comprehensive budgeting, expense tracking, and invoicing functionalities streamline financial management. Customizable reporting and interactive dashboards provide valuable insights, enabling data-driven decision-making. With its ability to integrate with various third-party applications, Kantata ensures seamless data flow and scalability, making it an essential tool for professional services organizations aiming to improve project outcomes and drive business growth.  

    Why is Kantata helpful for Consulting Firms?
    Kantata software is particularly helpful for consulting firms because it seamlessly integrates project management, resource management, and financial management into one comprehensive platform, thereby enhancing operational efficiency and collaboration across the board. Its advanced project planning and scheduling tools, along with real-time collaboration features, ensure that teams remain aligned and productive, which is crucial for meeting project delivery and time investment goals.  

    Detailed resource allocation and capacity planning capabilities allow managers to optimize resource utilization effectively, while robust budgeting, expense tracking, and invoicing functionalities streamline financial oversight. Customizable reporting and interactive dashboards offer valuable insights into performance metrics, facilitating data-driven decision-making. Moreover, with its ability to integrate with various third-party applications, Kantata ensures smooth data flow and scalability, making it an indispensable tool for portfolio companies aiming to improve project outcomes and achieve sustained growth. 

    Where can I find reports?

    Kantata has a wide range of reports, dashboards, and extracts available.  

    Why is Kantata helpful for the Finance Team?

    The Finance Team has developed automations based on the data model of Kantata, meaning enhanced efficiency and accuracy when recognizing revenue and analyzing time entries and project profiles. 

    Here is an informational video on submitting Kantata timesheets: https://youtu.be/qaWLYJUXHSA

    Here is an informational video on the importance of submitting timesheets on time: https://youtu.be/lFuYBj9pQO4

  • Bill.com is a cloud-based software platform designed to streamline and automate financial operations for businesses. It provides solutions for managing accounts payable (AP), accounts receivable (AR), and other financial processes. Bill.com simplifies the payment process, reducing manual tasks and improving efficiency. Its integration with various accounting software and financial institutions ensures seamless financial operations. With Bill.com, users can manage invoices, approvals, and payments all in one place, enhancing the overall financial workflow. 

    Appended below is the Bill.com Spend & Expense Onboarding documentation. 

    This document includes information about how to access your account, complete credit card transactions and how to solicit reimbursements. 

    How to access card information? 

    After you log in to your Bill.com account, go to your “Virtual Cards” tab, select the card you wish to access, and hover over the eyeball icon to reveal card details.  

    How to complete transaction after using card? 

    Once you log in to your bill.com account online, go to the “Transactions” tab on the left-hand side of your screen and here you will see all the payments you have made using either your physical or digital company card. On the left of your transaction, underneath the “Status” column, you will be able to see whether your transaction is “Complete” or “Incomplete”. Click on your transaction so a pop-up appears on the right-hand side of your screen. This pop-up is called “Transaction details”. At first you will see details on your expense such as amount, merchant, date, etc. You will need to scroll down until you find the title “Required Fields” and fill out all four dropdowns (Budget, Category, Department and Entity). In order for your transaction to be marked as “Completed” not only will you need to fill out the four dropdowns, but you will also need to add a description of your payment under “Notes”. The last step will be to upload a screenshot or picture of your receipt belonging to your payment as support (“Facturas” are not required for MX payments). 

    Bill.com App: A recommendation would be to download the Bill.com Spend & Expense App on your phone to create a habit of filling out your expense’s specifications right away once a purchase is made. Here you will be able to see all your personal transactions, fill out all necessary fields and take/upload pictures of receipts directly from your phone. 

    Here is an informational video on submitting Bill.com expenses: https://youtu.be/Xjx74stRYDU

    Here is an informational video on the importance of completing expense submissions: https://youtu.be/Z3LeK9lJlcw

  • Power BI is a Microsoft business intelligence tool that allows users to analyze and visualize data from multiple sources. Power BI is made up of apps, connectors, and software services that work together to create interactive, visually immersive insights from disparate data sources. Data sources can include Excel spreadsheets, cloud-based data warehouses, and on-premises data warehouses.

    Why is Power BI useful for users?

    Users can create dynamic reports, dashboards, and presentations, enabling a deeper understanding of the data through various visualizations, including graphs, charts, and maps. Additionally, Power BI supports real-time data streaming, allowing for up-to-date insights and informed decision-making. 

  • Pulseway’s Ticketing System helps the finance team track, manage, and resolve requests efficiently in one place. The system is accessible through both the Pulseway WebApp and mobile app, making it easy to stay updated and open tickets from anywhere. Features like automated ticket assignments and real-time notifications help streamline workflows and improve response times. 

    Appended below is the Pulseway Ticketing System Onboarding documentation. 

    This document includes information about how to access your account, use templates and create tickets. 

    Why is Pulseway Ticketing System helpful for the finance team?

    The Pulseway Ticketing System is highly beneficial for the finance team as it centralizes ticket tracking related to payroll, reimbursements, Kantata requests, Bill.com requests, and general financial inquiries.  

    Here is an informational video on Pulseway: 
    https://youtu.be/y7GSZeMws0c

  • Sage Intacct offers business management tools and insights, including accounting software for small businesses. Sage software helps users manage accounting, invoicing, expenses, cash flow, bank reconciliation, inventory, multi-currencies, quotes, and financial reporting. It also allows users to submit tax returns online and be tax compliant. Sage Intacct's comprehensive suite of features supports detailed financial management and reporting, providing businesses with the tools needed to maintain accurate financial records and compliance. Its customizable dashboards and reports help users gain insights into financial performance and make informed decisions.

Kantata Core Dashboards  

The three Core Dashboards — Resource Management, Project Summary, and Project Hours — have been customized to meet the specific operational needs of each company. These dashboards are important because they provide visibility into team capacity, project performance, and hours tracking, helping ensure resources are used effectively and decisions are based on accurate, real-time data.

Below you can see the overview of each dashboard. For detailed explanations of functionality, reports, and metrics, please refer to the attached guide. At the bottom of this page, you will also find the links to access your company’s dashboards. In addition, they can always be accessed directly through Kantata.

KANTATA DASHBOARD CATALOG

Insurance and Taxes

For all insurance-related matters, please reach out to Ethan Schulz. 

Taxes: 

NOTE: The following is NOT tax advice—it is for informational purposes only. Always consult your personal tax accountant if you have any questions or concerns. 

W2: 

Most associates in the Firm are treated as typical W2 employees. This means that your employment taxes are automatically withheld from your paycheck. There are no additional tax implications for W2 employees. 

K1/Founders/Partners: 

All founders and partners are treated as K1 employees, rather than W2. This means that your ownership share of the Firm income flows through to your personal tax return. You should be making quarterly estimated payments. If you are a new K1 employee, please employ a tax accountant to figure out the best strategy for you. In general, the safe harbor payment strategy is the most safe and effective means of paying taxes.  

Here is a calendar with dates relevant to K1 employment:

Table with columns labeled Date, Action, Notes, showing tax-related activities from April 15th, June 16th, September 15th, January 15th, 2026, and April 15th, 2026, including tax payments and estimates for 2024 and 2025.

METRICS THAT MATTER

Appended below is the “Metrics That Matter” presentation. 

The presentation "Metrics That Matter" is crafted by the Finance Team to empower founders, managers, and employees of the firms within The Launch Box Ecosystem with a comprehensive understanding of essential metrics crucial for building a successful business and sustaining profitability. This presentation delves into professional services operating metrics, the Finance Team’s operating playbook, foundational elements for success, and illustrative examples to highlight the significance of achieving these metrics.  

The content emphasizes key performance indicators such as utilization, rate realization, book-to-bill ratio, project margin, and leverage ratio, providing a structured approach to evaluating and enhancing business performance. By understanding these metrics, stakeholders can make informed decisions, optimize operational efficiency, and drive business growth. This presentation serves as a vital tool for aligning business strategies with financial goals, ensuring a clear path to achieving long-term success and profitability. 

DOWNLOAD PRESENTATION

FINANCE TERMS & DEFINITIONS

Appended below is the “Finance Terms & Definitions” presentation. 

The "Finance Terms & Definitions" presentation is an essential resource developed by the Finance Team. It aims to equip founders, managers, and employees with a comprehensive understanding of critical finance terminology. This guide encompasses a wide range of financial concepts, including various forms of recognized revenue by project type, terms frequently discussed in weekly performance summaries, and more.  

This presentation is designed to enhance financial literacy within the organization, ensuring that all team members can effectively interpret and utilize financial information in their decision-making processes. Whether you are new to the field or looking to refresh your knowledge, this guide serves as a valuable reference to navigate the complex world of finance confidently.

DOWNLOAD DOCUMENT