Here is the rule the whole product rests on. Nothing posts until a person clicks. That person is the controller, the one whose name is on the close. Every entry, every true-up and every correction waits for them. This post is about why the rule is there and what it looks like in use.
The draft can be wrong. Komod reads a bill and proposes an account. It reads a lease and proposes a rent. It reads a bank line and proposes a match. Most of the time the proposal is right. Some of the time it is not: a scanned page is faint, an amendment changed a figure, two vendors share a name. A draft that can be wrong must not be able to post itself.
The books cannot be written by Komod on its own. There is no setting that turns this off. A proposal becomes an entry only when a person approves it, and the approval is a click on a card that shows the proposal beside its source. If the card asks a question, it cannot be approved until the question is answered. If the amount, the account or the vendor is changed on the card, the change is recorded with the name of the person who made it.
The controller approves. That is the only moment anything moves. Before it, Komod has read, matched and drafted, and nothing has left the queue. After it, the entry is on the books with the approver's name and the time on it. If the controller approves a batch, that is one click, and each card in the batch is recorded on its own. If a card is sent back, nothing happens at all.
Then the entry can go to QuickBooks Online, or QuickBooks Desktop gets an IIF file. With QuickBooks Online, the approved entry is sent to the connected company as a journal entry. The controller sees it first, then it goes. With QuickBooks Desktop, the month's approved entries are written to an IIF file. You download it and import it yourself. Either way the books get only what a person approved, and every entry leads back to its card.
What if an approved entry turns out to be wrong? It is not edited and it is not deleted. A reversing entry is drafted, it goes on a card, and a person approves that too. QuickBooks gets a new entry, never a void. The trail shows both, side by side, with the reason.
Only the people who run the close can approve. A viewer can read. An owner can read. Neither can click a card, and the software never clicks one for them. If a month is locked, nothing can be approved into it; a late correction lands in the open month, and it, too, waits for a click.
The owner sees the monthly reports the team has run, including a draft, and does not post. The owner's view is read-only by design. They can open the report for any month, read a figure, and follow it to its source. They can see that a month is still in draft. They cannot approve a card and they cannot post an entry. The people who run the close do that.
Why be this strict? Because the books are the record. A wrong figure in a report can be fixed with a sentence. A wrong entry in the books is a correction, an explanation, and a call with the owner. The cost of one click is small. The cost of an entry nobody approved is not.
This is a slower way to run software and a faster way to run a close. Slower, because Komod will not take the last step for you. Faster, because you are no longer the one reading every page; you are the one deciding. The reading is done. The sources are attached. The click is yours.