Source-of-truth matrix¶
Purpose: Single page answering "where is the canonical version of this data, and what does Xero do with it?" Prevents the failure mode where someone tries to make Xero reproduce JME's CFDIs (or worse, where two ledgers drift because each thinks it's the source).
This is a boundary document. It defines what Xero does NOT need to track at the transaction level — those things flow into Xero only as summarized journals. It also identifies which pieces of data are authoritative outside Xero.
Master matrix¶
| Domain | Source of truth | Xero treatment | Reconcile cadence | Owner |
|---|---|---|---|---|
| US cash — Brex sub-accounts | Brex platform + Xero feed | Detailed transactions in Xero (15 BANK accounts) | Daily auto / monthly manual | Claude |
| RFH operating GL — US-side P&L + balance sheet | Xero | Primary books — full accrual | Monthly close | Claude → Austin |
| JPMorgan Chase — Austin's external USD operating | Chase platform + Plaid pipeline (planned) | Detailed transactions in Xero (planned) | Monthly manual until Plaid live | Austin (statements) → Claude |
| Amex business cards | Amex direct feed → Xero | Detailed transactions in Xero | Daily auto | Claude |
| Non-Amex US business cards | Plaid → Python → Xero pipeline (planned) | Detailed transactions in Xero (planned) | Daily auto once live | Claude |
| Wells Fargo (Austin personal) | Austin's personal records | Excluded from Xero (memo-only line if needed for backfill) | n/a | Austin |
| RHG Mexico statutory books | JME Contadores (CONTPAQ i + SAT-format CoA) | Summary JE only — quarterly per Path A | Quarterly | JME → Claude |
| Santander MXN — RHG operating | Santander Mexico | NOT a Xero direct feed; reflected only via JME's quarterly summary JE | Quarterly via summary JE | JME |
| Santander USD — RHG dormant | Santander Mexico | Same — summary JE; pending close-vs-fund decision | Quarterly | Austin / JME |
| GK Japan statutory books | ABS Partners | Summary JE only — cadence TBD pending ABS | TBD | ABS → Claude |
| Tokyo Star Bank — GK operating | TSB | Reflected via GK summary JE; not a direct feed | Quarterly default (cadence TBD pending ABS) | ABS |
| Mita Garden Hills mortgage (TSB) | TSB statements | Long-term liability in Xero; reflected via GK summary JE | Quarterly default (cadence TBD pending ABS) | ABS |
| Mita Garden Hills basis | accounting/mita-purchase-price-reconciliation.md (canonical reconciliation, JPY-anchored) |
Fixed-asset record in Xero (post-Pearce sign-off) | Once at close + on disposition | Claude → Pearce/ABS |
| Casa Moksha reservation detail | accounting/reservation-ledger-casa-moksha.csv (subledger) + booking contracts at /SP (Moksha)/Guest Relations/ on Synology + Brex API wire memos |
Revenue subledger feeding Xero summary JEs | Per booking | Claude (mining) → Austin/Alex |
| Personal lifestyle accounts | Monarch | Excluded from Xero entirely | n/a | Austin |
| VC fund / convertible / direct investments | Monarch + advisor records | Reference only (not posted to Xero unless transferred to RFH stack) | n/a | Austin |
| Crypto holdings + activity | Coinbase platform + accounting/crypto-subledger.md (tax-lot ledger) |
Summary accounting only — book USD-equivalent at recognition; tax-lot detail outside Xero | Per-disposition | Claude |
| Intercompany cash flows (RFH ↔ RHG / GK / sub-LLCs) | accounting/intercompany-ledger.csv (subledger of legal characterization + FX + Xero JE ID) |
Clearing JEs in Xero | Per wire + monthly recon | Claude |
| Loans (real third-party + intrafamily debt) | accounting/loan-register.csv (subledger) + AFR amortization at accounting/afr-loan-amortization-template.md |
Long-term liability in Xero; payment schedule in subledger | Monthly | Claude |
| Property capex | accounting/property-capex-register.csv (subledger) + per-property capex inventories (accounting/casa-moksha-capex-inventory.md) |
Fixed-asset records in Xero | Per-event + monthly close | Claude |
| AP bills (RFH-side US vendors) | Xero | Primary — Xero is canonical | Per bill | Claude / Austin |
| AR (RFH-side, if any) | Xero | Primary | Per invoice | n/a (no AR yet) |
| Payroll | n/a (RFH stack has no employees; RHG payroll is Mexican-side via JME) | RHG payroll flows in via summary JE | Quarterly | JME |
| 5471 / FBAR / 8865 / 8858 / 8938 returns | Pearce Bevill (filer) | Xero generates the support data; Pearce produces the returns | Annual | Pearce |
| Federal NOL carryforward ($3.43M) | Pearce + Austin's 1040 | Reference only (NOL is personal-level, not entity-level) | Annual | Pearce |
| Tax positions, elections | accounting/advisor-decision-register.md + Pearce's records |
Reflected in Xero treatment per the register | Per-decision | Pearce → Claude |
| Active legal matters | legal/ per-matter files + Portilla / Withers / Conley Rose / Walter Scott / Stuart Memory archives |
Bills booked in Xero; matter detail outside Xero | Per-bill + monthly | Each firm |
| Casa Moksha trademark prosecution | Conley Rose matter # CR 8049-00100 | Xero books the bills; substantive prosecution detail outside Xero | Per-bill | Conley Rose |
| Renfroe Innovation patent prosecution | Conley Rose matter # 4447 | Same pattern | Per-bill | Conley Rose |
| Cindy consignación | legal/cindy-consignation-timeline.md + Portilla file |
Bills booked under RHG via summary JE; substantive proceeding outside Xero | Per-bill | Portilla |
| Source documents | Synology /volume1/cloud/Business/<entity>/ + M365 SharePoint mirrors |
Xero attachments where Xero supports it; primary location is Synology | Per-receipt | Claude (filing) |
What Xero IS the source of truth for¶
- US-side accrual P&L for RFH parent + each US disregarded sub-LLC
- US-side balance sheet (cash, AR, AP, fixed assets, debt, equity)
- US-side cash flow (generated from accrual ledger)
- Per-entity P&L via Entity tracking category
- Per-asset-class P&L via Asset Class tracking category
- Intercompany clearing JEs (the bookkeeping side; the structured ledger of the underlying flows lives in the intercompany subledger)
- Vendor-mapping rules / auto-categorization
What Xero is NOT the source of truth for¶
- Mexican statutory books (JME / CONTPAQ i / SAT)
- Japanese statutory books (ABS Partners)
- CFDI / SAT compliance detail
- Per-guest reservation detail (subledger)
- Per-loan amortization detail (subledger)
- Tax-lot crypto basis (subledger)
- Personal lifestyle accounts (Monarch)
- VC / fund / convertible / direct investment positions (Monarch)
- Tax returns / advisor work product (Pearce / Kim & Rosado / JME / ABS / Withers / Portilla)
- Substantive legal matter detail (per-matter files in
legal/) - Source-document archive (Synology + M365 SharePoint)
Document retention¶
For each domain in the matrix above, the canonical evidence-storage
location is governed by accounting/accounting-policy.md §19
"Document-retention architecture." Summary:
- Vendor invoices →
source-data/<vendor>/or Synology/Business/<entity>/; Xero attachment if material - Reservation contracts → Synology
/SP (Moksha)/Guest Relations/; reservation ledger ref only in Xero - Wire confirmations → Synology
/Business/<entity>/orsource-data/<bank>/; intercompany ledger ref only - Advisor memos →
accounting/advisor-decision-register.md+ advisor's email archive - Mortgage statements → Synology
/Business/<property>/+ per-bankbanking/<bank>.md - Property capex invoices → Synology
/Business/<property>/Capex/+ per-property capex inventory - CFDI → JME's CONTPAQ i + JME's package emails; NOT loaded into Xero
- Patent / trademark filings → Conley Rose firm files + repo
accounting/renfroe-innovation-historical-ip-spend.md - Legal pleadings → Per-matter file in
legal/<matter>/+ counsel's archive - Filed tax returns → Pearce's records +
tax/(work copies) + Synology - Brex transaction CSVs →
source-data/brex/<period>-csv/ - Bank statements →
source-data/<bank>/<period>/on Synology
Rule: Xero references evidence; it doesn't BECOME the evidence store. If Xero corrupts / migrates / disappears, the source-document archive remains intact.
Reconciliation workflow¶
When source-of-truth differs from Xero:
- Identify the canonical side (always per this matrix).
- Compute the delta in source-of-truth side units (MXN for JME, JPY for ABS, USD for everything else).
- Translate to USD at appropriate FX per
accounting-policy.md§6. - Post a reconciling JE in Xero, source memo'd to the underlying reconciliation document.
- File the supporting reconciliation in
accounting/<topic>-reconciliation-YYYY-MM-DD.md. - Update the relevant subledger if applicable.
Persistent drift between Xero and a local-statutory book is a control failure — not a quirk. Investigate and document the cause.
Owner column glossary¶
- Austin = data Austin produces (statements, expense memos, etc.)
- Claude = automated mining + posting (with Austin sign-off for material items)
- JME = JME Contadores produces the source data
- ABS = ABS Partners produces the source data
- Pearce = Pearce Bevill produces the work product (tax returns, positions)
- Conley Rose / Portilla / Withers / Walter Scott / Stuart Memory = per-matter counsel; produce billing + advisor opinions
Last updated: 2026-05-10. Refresh when a new domain enters scope (new bank, new entity, new advisor, new pipeline) or when Xero's treatment of an existing domain changes.