Finance & Invoicing

The Finance area is where sales and project work turns into money: quotes, invoices, payments, and the books behind them.

What it does

Finance covers the full billing chain — Proposals and Estimates you send before work starts, Invoices you send once it's done or as it progresses, Payments you collect, and Credit Notes and Expenses that keep your numbers accurate. Bank Accounts tie it together with real transaction records.

Key screens

Proposals — pitch documents you can attach directly to a deal, sent to a prospect before they sign.

Estimates — formal quotes with their own Templates and a Requests inbox (clients can request an estimate directly). An approved estimate can convert straight into an invoice.

Invoices — create, Send, and track invoices. Set up automatic Reminders for unpaid invoices, record Applied Credits from credit notes, and approve Offline Payments (cash, bank transfer) that a client reports outside the online payment flow. Recurring invoices can be scheduled to generate automatically (for retainers or subscriptions).

Credit Notes — issue a credit against an invoice, or convert an existing invoice directly into a credit note if it needs to be reversed.

Payments — configure your Payment Gateway credentials (for accepting cards online) and your Offline Payment settings (what counts as a valid manual payment).

Expenses — log business expenses, with support for Recurring Expenses (rent, subscriptions) that post automatically on schedule.

Bank Accounts — record accounts and reconcile Transactions and Statements against them.

E-Invoice — export invoices in the electronic-invoice XML format some jurisdictions require for tax compliance.

Step-by-step: common tasks

Quote a client before starting work

1. Go to Estimates and click Create (or use a saved Template).
2. Add line items, quantities, and prices.
3. Send it to the client; once approved, convert it directly into an Invoice.

Bill a client for completed work

1. Go to Invoices and click Create, or convert from an approved Estimate.
2. Pull in any logged project time or products as line items.
3. Send the invoice. Set a Reminder schedule so it follows up automatically if unpaid.

Record a payment received outside the system

1. Open the invoice and go to Offline Payment.
2. Enter the amount and method (cash, bank transfer, check).
3. Approve it — the invoice balance updates automatically.

Reverse or adjust an invoice

1. Open the invoice and choose Convert to Credit Note.
2. The credit note is created referencing the original invoice.
3. Apply the credit to a future invoice from that client if needed.

Log a recurring expense

1. Go to Expenses and click Create.
2. Enter the amount, category, and mark it Recurring with a schedule.
3. It posts automatically going forward without re-entry.

Tips

• Set up Reminders on invoices so late payments get chased automatically instead of manually.
• Use Estimate Templates for your most common services — it turns a five-minute quote into a thirty-second one.
• Reconcile Bank Account transactions regularly rather than at month-end so discrepancies are easy to trace.
• If you operate somewhere that requires electronic invoicing, check the E-Invoice export before your filing deadline, not the day of.