Payments, expenses, and income

Finance separates cash receipts, operating costs, and non invoice income into distinct modules. This keeps each workflow clear while reports combine the resulting business activity.

#Customer payments

Open /payments. The page is titled Transactions and shows payment activity, refunds, allocations, and collection outcomes.

To record a payment directly:

1. Open /payments/new.
2. Choose the contact, amount, currency, payment date, method, and optional note.
3. Allocate the receipt to eligible invoices where applicable.
4. Save the payment.

A single payment can allocate across multiple invoices. The allocation rows are the source of truth for invoice paid amounts. Only SUPER_ADMIN and MANAGER can create, update, archive, or restore payments.

Move an erroneous eligible payment to Trash and restore it from /payments/trash. Do not delete a settled provider transaction merely to hide a reconciliation problem.

#One time expenses

Open /expenses and choose New → One time expense.

1. Enter the date, type, category, vendor, description, and amount.
2. Choose who paid: the employee or company.
3. Add billing or reinvoicing details only when the cost belongs to a customer project.
4. Use analytic distribution to split the expense across projects. Percentages must total 100.
5. Attach or digitize the receipt where available, then save.

Expense states are Draft, Submitted, Approved, Posted, In Payment, Paid, and Refused.

The workflow pages are /expenses/to-approve, /expenses/to-post, and /expenses/to-reimburse. Managers can approve, refuse, post, reimburse, reinvoice, or report an eligible expense on the next payslip. Employees can submit their own permitted expenses and add comments.

#Recurring expenses

Choose New → Recurring expense or open /expenses/new/recurring. The recurring rule generates future expense records on its schedule. Deleting the rule stops future generation but keeps already created expenses.

#Expense cards and analysis

Use /expenses/cards for card related expense activity and /expenses/analysis for spending analysis. The main page also shows monthly spending, category breakdown, top vendors, and recurring versus one time exposure.

#Other income

Open /income and /income/new for money that does not originate from a customer invoice, such as interest or miscellaneous revenue. Invoice collections belong in Payments instead.

Creating, editing, archiving, and restoring income require SUPER_ADMIN or MANAGER.

#Common problems