Knowledge Base/Admin / Staff Portal/Finance

Finance

The Finance module covers payments, expenses, services, tax rates, currencies, payment modes, and payment gateway configuration.

1. Payments

Payments are records of money received from clients.

Viewing Payments

  1. Go to Finance → Payments.
  2. The list shows date, customer, invoice reference, amount, and payment mode.
  3. Filter by date range or customer.

Recording a Payment Manually

  1. Click + Add Payment.
  2. Select the Invoice being paid.
  3. Enter:
    • Amount
    • Payment Date
    • Payment Mode (Cash, Bank Transfer, Cheque, etc.)
    • Transaction Reference (optional)
    • Notes (optional)
  4. Click Save.

Payments can also be recorded directly from within an invoice. See Invoices.

Deleting a Payment

  • Click the Delete icon and confirm.

2. Expenses

Expenses track costs your business incurs, linked to projects or customers.

Viewing Expenses

  1. Go to Finance → Expenses.
  2. Filter by date, project, customer, or category.

Adding an Expense

  1. Click + Add Expense.
  2. Fill in:
    • Expense Name (required)
    • Amount (required)
    • Date
    • Category — e.g. Travel, Software, Hosting
    • Project — link to a project (optional)
    • Customer — link to a customer (optional)
    • Notes
  3. Attach a receipt image or file if needed.
  4. Click Save.

Editing / Deleting Expenses

  • Edit: click the edit icon → update → save.
  • Delete: click the trash icon → confirm.

3. Services & Service Groups

Services are your billable items — the catalogue you draw from when adding line items to invoices and proposals.

Managing Services

  1. Go to Finance → Services.
  2. Click + Add Service.
  3. Enter:
    • Service Name
    • Service Group (category)
    • Unit Price
    • Unit (hours, days, items, etc.)
    • Tax Rate (optional default)
  4. Click Save.

Managing Service Groups

  1. Go to Finance → Service Groups.
  2. Click + Add Group.
  3. Enter a group name and save.
  4. Groups help organise long service lists (e.g. Design, Development, Consulting).

4. Tax Rates

Viewing Tax Rates

  1. Go to Finance → Tax Rates (or Settings → Tax).
  2. The list shows tax name and percentage.

Adding a Tax Rate

  1. Click + Add Tax.
  2. Enter:
    • Tax Name (e.g. VAT 20%, GST 10%)
    • Percentage
  3. Click Save.

Tax rates can be applied per line item when creating invoices, proposals, and contracts.

Editing / Deleting Tax Rates

  • Edit: click the edit icon → update → save.
  • Delete: click the trash icon → confirm. (Cannot delete a tax rate in use on existing records.)

5. Currencies

Viewing Currencies

  1. Go to Finance → Currencies (or Settings → Currencies).
  2. The list shows currency code, symbol, and status.

Adding a Currency

  1. Click + Add Currency.
  2. Enter:
    • Currency Name (e.g. US Dollar)
    • Currency Code (e.g. USD)
    • Symbol (e.g. $)
    • Exchange Rate relative to your base currency
  3. Click Save.

Setting the Default Currency

  • Click the Set as Default option next to the currency you want as default.

Customers can each be assigned a specific currency, which then flows through to their invoices automatically.

6. Payment Modes

Payment modes define how clients pay (e.g. Cash, Bank Transfer, Cheque, Stripe, PayPal).

Managing Payment Modes

  1. Go to Finance → Payment Modes (or Settings → Payment Modes).
  2. Click + Add Payment Mode.
  3. Enter a name and set Status to Active.
  4. Click Save.

Payment modes appear in the payment recording form so you can specify how each payment was received.

7. Payment Gateways

Payment gateways allow clients to pay invoices online directly from the client portal.

Supported Gateways

  • Stripe — credit/debit card payments
  • PayPal — PayPal account or guest card payments
  • Mollie — European payment methods

Configuring Stripe

  1. Go to Finance → Payment Gateways.
  2. Click Configure next to Stripe.
  3. Enter your:
    • Stripe Publishable Key
    • Stripe Secret Key
    • Webhook Secret (from your Stripe dashboard)
  4. Toggle Stripe to Active.
  5. Click Save.

Configuring PayPal

  1. Go to Finance → Payment Gateways.
  2. Click Configure next to PayPal.
  3. Enter your PayPal Client ID and Secret.
  4. Toggle to Active.
  5. Click Save.

Once configured, clients see payment buttons on their invoice in the client portal.

8. Finance Settings

Configure global finance defaults:

  1. Go to Finance → Finance Settings.
  2. Configure:
    • Default Currency
    • Default Tax Rate
    • Invoice prefix (e.g. INV-)
    • Invoice starting number
    • Default payment terms (Net 7, Net 30, etc.)
    • Late payment notice text
  3. Click Save.

Tips

  • Keep your service catalogue up to date — it saves time when creating invoices.
  • Configure tax rates before creating invoices to avoid having to edit them later.
  • Enable at least one payment gateway so clients can pay online without emailing you separately.
  • Use expense categories to generate meaningful expense reports.