The Finance module

Invoices, collection, credit notes, what is overdue, what repeats monthly, deposits, fixed assets and budgets — followed on one customer.

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1 · What the module is for
Finance is the money side of the documents other modules create — and the place you raise anything that has no order behind it.
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Read the six figures at the top
Invoiced, collected, outstanding, expenses, withholding and margin. Drafts are excluded — an invoice nobody has sent is not income.
2 · Raising an invoice
Most invoices come from a sales order. This is the other case: a one-off charge you raise directly.
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Press New invoice
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Leave the number automatic
The workspace numbers invoices in one unbroken series. Typing your own is how two invoices end up with the same number.
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Choose the customer
Delta Cold Store — the same client record the CRM and the sales orders use.
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The amount and the dates
46,000 EGP, due in 30 days. The due date is what the overdue report and the reminders work from.
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Sent, not draft
Draft means you are still preparing it. Sent means the customer has it and it counts in your figures.
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Save the invoice
3 · Getting paid
An invoice is not paid because somebody ticked a box. It is paid when the money is recorded.
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Open Payments on the invoice row
Part payments are normal. Record what actually arrived, not what you hoped for.
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Amount and how it arrived
23,000 by bank transfer. The method decides the account it posts to — transfer to Bank, cash to the till.
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Press Record payment
The invoice now shows 23,000 collected and 23,000 still owed — and the ledger has the entry.
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The online payment link
Copy it into an email and the customer pays by card. It only exists while something is owed.
4 · When something has to come off
Two boards came back damaged. You never edit a sent invoice — you issue a credit note against it.
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Press Credit / debit note
Credit reduces what they owe; debit adds to it. Both keep the original invoice untouched.
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How much, and why
2,000 for the two returned boards. The reason is what an auditor asks about first.
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Save the note
It becomes its own document, linked to the invoice — so both the original and the correction are on the record.
5 · Who is late
The aging report is the list collections work from — by how old the debt is, not by customer name.
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Current, 30, 60, 90 days
A customer in the 90 column is not a collections problem any more — that is a management decision.
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Turn reminders on
The system then chases overdue invoices by email on its own, on the schedule you set.
6 · Money that repeats
A maintenance retainer, a rental, a subscription — set it once and the invoice raises itself every month.
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Press New schedule
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Who, how much, how often
8,000 a month for the maintenance retainer, starting today, due 15 days after each issue.
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Save the schedule
Nothing is invoiced yet — the schedule raises the first one when it falls due.
7 · Money taken before the work
An advance is not income. It is money you hold that belongs to the customer until you invoice against it.
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Record deposit
Recorded here, it shows as a liability — and applying it later reduces what the customer owes.
8 · Things that wear out
A machine is not an expense the day you buy it. It is an asset that loses value over its life.
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Press Add asset
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Cost, life and residual value
850,000 over 10 years, worth 50,000 at the end. The monthly depreciation is worked out from those three.
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Save the asset
From now on it depreciates by itself every month, and the entry reaches the ledger without anybody typing it.
9 · Spending against a plan
A budget is a number you agreed in advance. The screen compares it with what was actually spent.
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Press New budget
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Which category, how much, for what period
60,000 on subcontractors this quarter. Actual spend is matched to it by the category on each expense.
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Save the budget
10 · Will the money last?
Cash flow is the one screen that looks forward: what is due in, what is due out, and when.
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In, out, and what is left
Built from invoice due dates and supplier bills — so it changes the moment you record a payment.