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Vendor categorization conventions

Per-vendor decisions on which Category (from chart-of-accounts.md) applies. Recorded here so the bookkeeper role never has to re-derive the call and never drifts month-over-month.

Rule

Consistency over cleverness. If Heroku is Internet & Hosting in January, it's Internet & Hosting in December. The CPA re-maps categories to the tax return; the bookkeeper's job is to keep the categories stable.

If a vendor genuinely changes the nature of their service (e.g., a hosting provider starts selling SaaS tooling and you start paying for the SaaS side), add a second row here distinguishing the two line items. Don't silently reclassify.

Vendors

Vendor Default category Project allocation Notes
Cloudflare Registrar Internet & Hosting Raxx product for raxx-specific domains; Shared / parent entity for moosequest-specific Domain registrations + DNS. Treat domain-purchase-for-marketing differently only if it's clearly a campaign-specific landing page (then Advertising).
Cloudflare Pages / DNS Internet & Hosting Match the project the Page serves Currently free tier for raxx. If it becomes paid, still Internet & Hosting.
Oracle Dyn (Dyn DNS) Internet & Hosting Shared / parent entity moosequest.net DNS.
Google Workspace Internet & Hosting Shared / parent entity Business Plus plan. Per-user monthly. Covers moosequest.net primary account + any aliases.
Dreamhost Internet & Hosting Shared / parent entity Shared hosting. Account krihen1. Receipt emails may land on a non-primary inbox — forward to the receipts alias if they go astray.
Heroku Internet & Hosting Raxx product Dyno + Postgres + add-ons for raxx-api-staging and raxx-api-prod. Scaling to 0 overnight reduces dyno charges but does not eliminate the Postgres base fee.
Sentry Internet & Hosting Raxx product Free tier today. If upgraded, still Internet & Hosting.
GitHub Software & SaaS (work) Shared / parent entity Code hosting. If it becomes paid via Copilot or Teams, still Software & SaaS (work).
Anthropic API Software & SaaS (work) Match the project the API call serves Metered usage.
FastSpring / FreeScout Software & SaaS (work) Raxx product Authorized reseller for FreeScout self-hosted help-desk modules. Billing domain: questionacharge.com. W-9 on file at FastSpring. Lifetime (one-time) module licenses — not recurring. Deductibility flagged confirm-with-CPA pending pre-formation classification (see docs/business/expenses/2026-05-03_FastSpring_FreeScout_modules.md).
Brandmark.io Advertising Raxx product (or match whichever brand the asset is for) Pre-launch brand work (logo design) is advertising per the chart of accounts.
Schwartz IP Law Legal & Professional Services Match the asset the legal work covers (Raxx trademark work = Raxx product; LLC formation = Shared / parent entity) Trademark attorney + business-formation attorney. Contact: Matthew Crosby, mcrosby@schwartzip.com.
USPTO Taxes & Licenses Match the asset being filed Trademark filing fees. Distinct from the attorney's fee (which is Legal & Professional Services).
PA Department of State Taxes & Licenses Shared / parent entity or LLC LLC formation fee, annual report fee.
CPA (consult #152) Legal & Professional Services Shared / parent entity CPA retainer or per-engagement fees.
PayPal (as fee, not as pass-through) Commissions & Fees Match the transaction the fee attached to PayPal's own processing fee, not the amount paid through PayPal.
Stripe Commissions & Fees Match the transaction Processing fees on inbound revenue.
Apple Developer Program Dues & Subscriptions Match the app being shipped Annual $99-class fee.

Default when unknown

If a vendor is not listed here and the category isn't obvious from the chart of accounts, the row goes in with:

Then this file gets updated in a PR before the next monthly close.

Decisions explicitly deferred

Change log