Finance

Welcome to the GitLab Finance Handbook

The GitLab Finance Department includes multiple Teams: Accounting, Financial Planning & Analysis, Tax and Business Operations Programs.

Quick Links

Forms

Correspondence

  • Please use the #finance chat channel in Slack for questions that don’t seem appropriate for the issue tracker or internal email correspondence.
  • Accounts Payable- inquiries which relate to vendor and merchant invoices, or team member’s expenses should be sent to our Accounts Payable mailbox - ap@gitlab.com. You can also reach the AP team on Slack in the #accountspayable or #expense-reporting-inquiries chat channels. Invoices that require payment processing should be sent to ap@gitlab.com.
  • Billing Operations- customer billing inquiries should be sent to our Billing mailbox – billing@gitlab.com.
  • Accounts Receivable - customer payment/remittance inquiries should be sent to our Accounts Receivable mailbox - AR@gitlab.com
  • Payroll- inquiries which relate to contractor invoices should be sent to our Payroll mailbox - nonuspayroll@gitlab.com.

We Finance

Finance Handbooks


General Topics

For commonly requested company information, please visit our wiki page.

Company Accounts

Login information for the following accounts can be found in the Secretarial vault on 1Password:

  • FedEx
  • Amazon
  • IND (Immigratie en Naturalisatie Dienst, in the Netherlands) company number

If you need this information but cannot find it in your shared vaults, check with the People Connect Team members to get access.

Fiscal Year

A fiscal year is a one-year period that corporations use for accounting and budgeting. GitLab’s Fiscal Year runs from February 1 to January 31.

  • Q1: February 1 through April 30
  • Q2: May 1 through July 31
  • Q3: August 1 through October 31
  • Q4: November 1 through January 31
Fiscal Year Calendar Year
FY24-Q1 2023-02-01 to 2023-04-30
FY24-Q2 2023-05-01 to 2023-07-31
FY24-Q3 2023-08-01 to 2023-10-31
FY24-Q4 2023-11-01 to 2024-01-31

Refer to our writing style guidelines for proper use of date formats.

Revenue non-committee

  • Internal Management Members: Chief Financial Officer (DRI), Chief Executive Officer, Chief Revenue Officer (model, guidance, plan, target)

Invoice template and where to send

Vendor invoices are to be sent to ap@gitlab.com and payroll@gitlab.com for contractors. An invoice template can be found in Google Docs by the name of “Invoice Template”.

Non-US contractors not from Hungary, Italy, Japan, New Zealand, Nigeria, South Africa, Switzerland, and Ukraine will get pay their monthly wages and expenses through iiPay. Here is the process:

  • enter bank information in BambooHR under Bank Information tab. Note - new contractor should enter their bank information within 3 business days from their start date.
  • enter VAT number if it is available
  • submit monthly salary/bonus/commission invoice in BambooHR under Contractor Invoice tab (select the currency based on contract agreement) by the 8th of each month
  • submit expenses through Navan Expense by the 8th of each month
  • the scheduled payment date is the 22nd of each month
  • iiPay will send out remittance advice along with the scheduled payment via your gitlab email address

Non-US contractors from Italy, Nigeria, South Africa, Switzerland, and Ukraine will need to send their monthly invoice for salary/bonus/commission and any expenses by the 15th to payroll@gitlab.com.

In many cases, VAT will not be payable on transactions between GitLab BV and EU-based vendors/contractors, thanks to “Shifted VAT”. To make use of this shifted VAT:

  • The vendor/contractor writes the phrase “VAT shifted to recipient according to article 44 and 196 of the European VAT Directive” on the invoice along with the VAT-number of GitLab IT BV (NL860316828B01).
  • On the vendor’s VAT return the revenue from GitLab BV goes to the rubric “Revenue within the EU”. It goes without saying that vendors are responsible for their own correct and timely filings.
  • GitLab BV files the VAT on the VAT return, and is generally able to deduct this VAT all as part of the same return.

Timesheets for Hourly Employees

  1. People Ops and Finance will share a private Google Sheet with you where you will log your hours for each day in the “hours” column.
  2. There is a dropdown in the “pay type” column, with the default being Regular. There are also options for Overtime, Vacation, Sick, and Bereavement. Choose the appropriate pay type for your time.
  3. If you work overtime or more hours than agreed upon in your contract, please obtain approval from your manager and forward to Finance before payroll cutoff.
  4. Your timesheet is due one day prior to the submit payroll date, which is outlined for the calendar year on your timesheet.

How spend is allocated to departments

Budgets are aligned to departments, and budgets follow the owner who requested the spend. When determining who should request the spend, consider the owner of the outcome.

For example, work to enable a sales partner that will not be incorporated into the product would go to Sales. Work that will be part of the product and supported by engineering, should be charged to the Engineering budget.

Finance Business Partner Alignment

Function Name
Customer Support R&D Finance
R & D R&D Finance
Sales Sales Finance
Professional Services Sales Finance
Marketing Marketing Finance
G & A Ellen Boyd and Jess Smith

Types of Work that the team does

  1. Level 1: Keeping the lights on activity. Always striving to make this area as efficient as possible so more Layer 2 focus can be attained. Example: closing the books.
  2. Level 2: Operational Efficiencies, Business Engagement and Partnering, actionable insights for the organization. Examples: improving close process, partnering with sales to make a business decision

Accounting and Reporting
This page contains GitLab’s accounting and reporting policies, which can be made public. Please find our internal processes in the Accounting and Reporting internal handbook section. Quote to cash Invoicing to customers Calculated Billings Calculated billings is defined as revenue plus the sequential change in total deferred revenue as presented on the balance sheet. We do not believe that calculated billings provides a meaningful indicator of financial performance as billings can be impacted by timing volatility of renewals, co-terming upgrades and multi year prepayment of subscriptions.
Accounts Payable
This page contains GitLab’s Accounts Payable department policies, procedures and guidelines. Our goal is to enable payments in a timely manner to both our team members and our external partners. We also provide useful links to other areas of the handbook that are relevant to the Accounts Payable procedures. Introduction Welcome to Accounts Payable, commonly referred to as AP. You should be able to find answers to most of your questions in the sections below.
Authorization Matrix
Please refer to the authorization matrix here
Committee Composition
Disclosure Committee Composition Chairperson: Chief Executive Officer, Chief Financial Officer, Chief Legal Officer and Principal Accounting Officer Members: Chief Revenue Officer, Chief People Officer, Chief Technology Officer, Chief Marketing Officer, VP, Corporate Controller, VP of Internal Audit, VP of Finance, Senior Director of Legal- Corporate, Director of R2R, Chief Product Officer Management DRI: Chief Financial Officer Disclosure Committee Charter GitLab has established the disclosure committee (the “Committee”) to help satisfy its obligation under the Securities Exchange Act of 1934 (Exchange Act) to maintain effective disclosure controls and procedures.
Finance Growth and Development
Welcome to the GitLab Finance Growth and Development Page The GitLab Finance Department is dedicated to the growth and development of our team members. To ensure that this is a focus area, we have come up with five programs for FY22. On-Boarding Growth and Development Finance Team Member on-boarding will include specific tasks and information to foster a culture of continued development. This will include: a list of “Must Meet” for onboarding coffee chats, to be provided by the team member’s manager a working style assessment using Simpli5 a view into the Finance Career Ladders and a view of the Org Chart a link to read GitLab’s take on Career Development an overview of the mentorship programs, shadowing opportunities and internship programs links to the GitLab training tools available from the People group :External Resources (with no cost) & Internal Resources Work Style Assessment
Finance Team Performance Indicators
Executive Summary KPI Health Status Recurring revenue variance ex-JV Confidential Confidential Expense variance excluding CR Confidential Confidential Billing variance Confidential Confidential Days to financial close Confidential Confidential \% of journal entries automated Confidential Confidential On-Boarding CSAT Okay Above target Deliver Annualized Savings Confidential Confidential Accounting Efficiency (FY23 Plan) Confidential Confidential Data Monthly Active Users (FY23 Plan) Okay Above target Key Performance Indicators Recurring revenue variance ex-JV Variance Actual to Forecast of recurring revenue, excluding joint ventures.
Financial Planning & Analysis
Welcome to the FP&A Team Handbook. Our missions is to maximize GitLab's long-term valuation by enabling eGroup and FP&A to plan, prioritize, and execute effectively
GitLab Finance Team READMEs
Learn more about working with various members of the marketing team
Global Travel and Expense Policy
1. POLICY GitLab’s Global Travel & Expense Policy is meant to provide guidance to all Team Members to ensure that we act in the best interest of our Company at all times. The purpose of this policy is to: Provide guidance around allowable reimbursable expenses. Ensure the best utilization of our Team Member’s time. Drive transparency across all business travel related spend. Help Team Members understand that a centralized travel program results in improved safety, visibility, support and savings.
Investor Relations
We have an externally facing investor relation website. The page you are on now the handbook that describes internal processes around investor relations. Quarterly Earnings Process: As a public company we share financial results publicly after the close of each fiscal quarter or fiscal year. The key deliverables for each earnings cycle are: Earnings press release summarizing business & financial results, providing guidance Earnings call with prepared remarks by CEO and CFO followed by Q&A with sellside analysts Updated investor presentation , webcast, transcript, posted to ir.
Payroll
Please refer to the Payroll internal handbook page https://internal.gitlab.com/handbook/finance/payroll/.
Sales Compensation Plan
FY23 Compensation T&Cs can be found in the Internal Handbook: https://internal.gitlab.com/handbook/sales/sales-commission/#fy23-sales-commission-policies
The GitLab Procurement Team
What is Procurement? The Procurement team manages GitLab’s Supplier Lifecycle through the process of strategically vetting and selecting vendors, negotiating commercial terms, the purchasing of goods and services, and managing the renewal or vendor offboarding process. Procurement Team Alignment Division alignment for spend over >$25k USD: Marketing - Ashley Abbate Sales - Ashley Abbate Product - Adrienne Ruhaak Engineering - Adrienne Ruhaak People - Adrienne Ruhaak Finance - Adrienne Ruhaak Legal - Adrienne Ruhaak All division spend <$25k USD - Dasha Yarmusik Individual Software Purchases - Anam Shaikh Shared Goals Procurement is a cross-functional team that supports GitLab as a public company.
Timekeeping Policies and Procedures
[Internal handbook link](https://internal.gitlab.com/handbook/finance/payroll/timekeeping/ )
Last modified December 6, 2023: Deleting Empty Readmes page (296b8834)