Rules & record
Who approved this, and why?
The question finance asks after every surprise. With Adiom Crew the answer is one message away, because every action runs under a written rule and lands on the record.
What a rule is
A rule is a sentence your finance lead can read.
Not a setting buried in six tools. One written policy per decision, enforced at the moment the action is taken — by a person in Slack, a scheduled job or anything else.
Plain English
Written the way your policy document would say it. What you read is what is enforced; they cannot diverge.
Versioned
Every change has an author and a date. The record says which version applied to every decision.
Tested
Each rule is checked against your own past orders and approvals before it is switched on.
Shadowed before enforced
A new rule runs silently first and reports what it would have done. You decide when it enforces.
In Slack or Teams
Ask what your rules are. Get the rules.
This is the output of one command. It is generated from the rules actually being enforced, so it is never out of date.
- The version and the date it took effect
- What it would have done during its shadow period
- Who last changed it
Returns policy · v3 · enforced since Aug 4
1. A return within 60 days and under $150 is approved
automatically.
2. A return over $150, or past 60 days, goes to Maria R.
with the order history and prior returns.
3. A third return from one customer in 90 days goes to
Maria R., whatever the amount.
4. Warranty claims are exempt from the 60-day window.
Shadowed Jul 21 – Aug 3: would have blocked 9 returns;
8 were declined by hand anyway. Rule 4 added for the 9th.
Tests: 14 passing · Last changed by Maria R.What the record contains
Every decision, with its reasons attached.
What was done
The operation, in business terms — a refund, a purchase order, a price change.
The inputs
The order, the amount, the customer's history — what the decision was based on.
Who or what took the action
A named person, a scheduled job, or an automated assistant acting within its limits.
The rule and its version
Which rule applied, and exactly which wording of it.
The outcome
Allowed, blocked, or escalated — and to whom.
The reason, when someone overrides
Every human decision on an escalation carries a reason. That is how rules improve.
One entry
The answer to "who approved this?"
Look up any order, refund or PO and you get the entry: who asked, which rule applied, who decided and why, and what changed in each system.
Entry 10482 · Sep 12, 11:37
Operation approve_return
Inputs order 4890 · $212.00 · day 64 · 2nd return
Called by Jess (Support), from Slack
Rule Returns v3, rule 2 → escalate
Escalated Maria R. · 11:37
Outcome Declined · 11:52
Reason Outside the return window.
Store credit offered instead.
Systems Shopify: no change · NetSuite: no changeWho can see it
Readable by the people who need it.
Your ops team
In Slack or Teams, next to the work. The escalation queue is where your ops manager spends their day.
Finance and your auditors
A web view and exports, with no chat account needed. Close stops starting with a reconstruction.
Your board
What your rules are, how often they're overridden, and by whom — without anyone assembling a deck.
Regulated industries
Built by people used to being audited.
Our background is regulated healthcare and fintech backends, where "show me who changed this record and under what authority" is a routine question. The record is designed to answer it: access-controlled, and kept separate for every customer.
As we open industries beyond ecommerce, this page will cover what the record means for your specific obligations.
Questions we get
Who writes the rules?
We draft the first set with you, from what your team already decides and the policies you already have. After that, the people you assign — usually your ops manager and finance lead — add and change rules themselves. Every change is versioned and tested, and nothing enforces without a shadow period first.
What happens when a rule is wrong?
Someone overrides it and gives a reason. We see the pattern in the overrides and propose a revised rule, with what it would have done last month.
Can we export the record?
Yes, at any time, along with everything we built for you.
Book a 30-minute stack review.
Bring the rule your team is supposed to follow that nobody can enforce.