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Trust & Security
Financial calculations follow defined rules. AI can extract, explain and draft suggestions. Authorized people approve changes that affect financial records. Each answer shows the evidence behind it.
Balances, safe-to-spend, grant utilization, forecasts and thresholds are computed deterministically — the same inputs always produce the same answer.
safe_to_spend(org, t)
= cash − restricted − designated
− committed − payroll − held
= $165,150
Computed· same inputs, same answer
AI extracts, classifies, detects, explains, summarizes, recommends and drafts. Its output is always labeled and kept distinct from authoritative financial facts.
Transportation invoice · $6,100 likely belongs to Youth Expansion Grant.
Suggested — not applied to the ledger.
Authorized people approve what becomes authoritative: policies, corrections, classifications, releases, narratives and financial actions.
Classification confirmed by Finance Director
Reason: matches contract §2 and approved budget.
Every change keeps its evidence trail, so any number can be explained, reproduced and defended later.
Example audit log entries recording timestamp, action, actor, rule version, prior state and updated state.
Nothing becomes authoritative financial truth simply because an AI model said so.
Provenance
Throughout Althea, values carry a provenance label. You can always tell a computed fact from a document extract, and an AI suggestion from a human decision.
Produced by a versioned deterministic rule from identified inputs. Reproducible.
Read from a system of record or document, with a pointer to where it came from.
Extracted, classified, summarized or drafted by a model. Never authoritative on its own.
Proposed but unconfirmed. Treated conservatively in every calculation.
Approved by an authorized person, with the reason and time recorded.
No silent agency
The boundary is explicit. Anything that would change authoritative financial state requires an authorized human approval, recorded with actor, time and reason.
| Action | AI may | Requires a human |
|---|---|---|
| Propose a classification | Suggest | Review before use |
| Draft a board narrative | Suggest | Review before use |
| Extract terms from a grant agreement | Suggest | Review before use |
| Confirm a restriction | — | Approve |
| Release a restriction | — | Approve |
| Approve a correction or reclassification | — | Approve |
| Take a financial action | — | Approve |
Audit history
The system logs source, actor, timestamp, action, reason, prior state, updated state and the rule version that applied — for people and for automated processes alike.
Immutable log · FND-0142
Illustrative example| Timestamp | Actor | Action | Target | Reason | Prior → Updated | Rule |
|---|---|---|---|---|---|---|
| 2026-09-26 16:42:08 | Finance Director | restriction.confirm | FND-0142 · §1.3 eligible ages | Matches executed agreement | proposed → confirmed | terms v2 |
| 2026-09-26 11:05:51 | Controller | reclass.propose | JE-2291 · $8,400 | Expense coded to restricted fund | FND-0142 → FND-0001 (pending) | fund.purpose v2 |
| 2026-09-25 09:12:30 | Althea · extraction | terms.propose | Arts Access gift letter | New document received | — → proposed (AI) | extract v4.1 |
| 2026-09-24 08:00:02 | Althea · engine | safe_to_spend.compute | Organization | Scheduled recompute | $158,420 → $165,150 | safe_to_spend v3.2 |
Effective dates
Grant terms get amended and policies get revised. Althea keeps every version with its effective dates, so an answer about March uses March's rules. Proposed changes do not take effect until they are executed and confirmed.
Effective dates · Youth Program Fund
Illustrative exampleTerms v1
SupersededMay 12 – Jun 30, 2026
Award letter · proposed
Terms v2
In effectJul 1, 2026 – Jun 30, 2027
Executed agreement · confirmed
Amendment
Not in effectProposed from Jan 1, 2027
Funder email · not yet executed
Conflicting sources
A budget narrative says one thing; the executed agreement says another. Althea does not pick a winner silently. It surfaces the conflict, applies the stricter reading and routes it to the right person.
Conflict surfaced · not resolved silently
Illustrative example“Youth” means participants under 18.
Serves “youth and young adults” ages 16–24.
Why not generic AI?
The hard part isn't generating text.
It's knowing which facts are true, which rules apply and which answer can be trusted.
Security controls
Security for a financial intelligence system means more than protecting records. It means making sure every authoritative number has a rule behind it, every AI output is labeled, and every consequential change has a person accountable for it.
Protect information in transit and at rest.
Roles receive only the information and actions required.
Organization data remains isolated.
Actor, action, time, reason, evidence and changes remain traceable.
Derived values retain calculation versions and supporting inputs.
Financial actions require authorized human approval.
Rules calculate.
AI assists.
Humans decide.
The system remembers.
We are glad to walk your finance, IT and board stakeholders through how Althea handles data, access, AI and approvals.