Finance

Finance is an app made up of three sections, switched in the blue side menu:

Section	What is inside
Transactions	Income, expenses, and transfers between accounts, which is what this page describes
Plan vs. Actual	Plan vs. Actual: the profit and loss statement, P&L
Budget	Budget: the plan of income and expenses for a period

The header always shows the open section: when you work with transactions, the top says "Transactions", and the top menu with the views belongs to it. Clients, documents, and the other apps are built the same way.

A financial transaction is income, an expense, or a transfer of money between your own accounts. The Transactions section collects all of them: you can see where the money came from and where it went, under which category and to which account, from which client, under which document, and for which deal.

This is also where the structure and dynamics of income and expenses are calculated for any period, broken down by category, account, client, client type, status, document, deal, department, transaction type, and other fields. The data is shown in three views: dashboard, list, and charts, and next to them is the Automation tab with a green toggle.

What you can doWhat you can do

• View the dashboard for a period
• Check account balances
• Find a transaction in the list
• Change several transactions at once
• Find a transaction by refined criteria
• Build charts for a period
• Set up automatic actions
• Add income or an expense
• Fill in the transaction card
• Transfer money between your own accounts
• Fill in the account and category directories
• Choose the company currency
• Understand what is not available to everyone

In an empty section, start with the directories: first the accounts, then the income and expense categories. Every transaction is filled in from them.

DashboardDashboard

A section with ready-made indicators and a calculated number of records. The tab works the same way in every section and is described in the Dashboard article.

In Finance, you can add your own tile to the ready-made ones: the ➕ button creates your own condition, which gives you a square for daily monitoring.

What you can set in a tile condition is described in the Filters article.

Account balancesAccount balances

The Account balances button at the top left above the tiles opens a window with the balances of all company accounts: checking accounts, cash, and the rest from the account directory. The same window is opened by the Show balances button in the totals row under the list.

The window shows the total amount across all accounts and a table: account name, balance, currency, and start date. The selection at the top narrows the picture down to one account, one currency, or another date.

ListList

A table view of the cash flow: one row is one transaction. Filters and sorting work on every column.

Element	What it does
Period	Today, tomorrow, yesterday, week, month, year
Date range	An arbitrary interval instead of a ready-made period
Search	Finds a transaction by the given parameters, more details
Filter, Tags, Responsible	Quick selection: only what matches the condition stays on the screen. See Filters
Refresh	Reloads the list, for example after edits in a card
Settings	The ... button next to "Add": column selection, a link to the directories, the list of integrations, and trash management
Add	Global adding of a client, task, deal, or document. The ➕ button next to it creates income, an expense, or a transfer
Column filter and sorting	Icons in the header: selection by column value and sorting in ascending or descending order
Pink eye icon	Column selection on the right of the header: which fields to show on the screen. Check the ones you need or uncheck the extra ones
Checkboxes	Marking rows for bulk actions
Record menu	The ... button at the end of the row: assign tags, copy the record, send to trash
Tags	A directory of markers that you fill in yourself. They highlight a transaction in the list with text and color

Under the table is a totals row for the current selection: how many records there are in total, the income amount in green, the expense amount in red, and the difference between them with an arrow. The Show balances button next to it opens the account balances.

Columns can be rearranged: drag a column name with the mouse to the desired position in the row.

The Settings button in a section leads only to the settings of that module. The full list of application settings is collected in a separate administration service.

Bulk actionsBulk actions

Bulk actions are performed in the List view. They are not available in the dashboard and charts.

Check one or more rows and perform an action for all of them at once:

• assign tags;
• copy;
• send to trash with the option to restore.

Searching in FinanceSearching in Finance

Without choosing a specific field, the search runs by the company's Tax ID, name, email, phone, and the full name of the contact person. The refined search adds the amount, document number, legal name of the company, the note in the finance card, the name of a product or service in the document, city, and address.

ChartsCharts

Charts are built for any period of time. The selection is set by filters, tags, and responsible persons, and the breakdowns are ready-made, in the list on the left: dynamics, direction, category, account, payment method, agent, region, city, client type, status, category, responsible person, and department.

Dynamics is built in comparison with other years. Select several years at once in the period field: the lines will overlap, and you will see in which months income was higher or lower than the previous year. At the top are the totals by quarter and for the year, and under each number is the percentage of growth or decline compared with the same period of the previous year.

Every section has its own local analytics. Summary data across all sections will appear in a separate service, Analytics.

AutomationAutomation

The fourth tab of the top menu holds the scenarios the system runs for you. The green toggle next to the tab turns automation on and off entirely: switch it off, and the actions stop running; switch it on, and they resume in about a minute.

For Finance, the trigger is made up of three parts:

Part of the condition	What to choose
Database section	Finance
What happened	Add for a new transaction only, Change for edits to an existing one only, Any for both
Under which combination	Type assigned and Status set for the transaction: the type is income, expense, or transfer; the status is, for example, "paid" or "partial payment". The status is required, the type can be left out

For example: an income transaction is moved to the "Paid" status, and the client receives a confirmation email while a task to send the closing documents is created for the manager.

What you can hand over to automation: an email, an SMS, a task, a deal, a change of the client's type or status. How the condition is set, how each action is configured, and how to read the scenario tree are described in the Automation section. Completed actions are visible in the log.

How to add a financial transactionHow to add a financial transaction

From where	What happens
From the client card	The Finance tab, then Add. The client is filled in automatically, and all that is left is to choose the income category
From the deal card	The transaction is immediately linked to that specific deal
From the Transactions section	The Add button in the list of transactions
From any section	The global add button ➕ is available in every section: clients, tasks, deals, documents, finance
By copying	Right-click the row and choose Copy. This works both in the finance list and on the Finance tab of the client card

If the income or expense is based on a document, select the document and the transaction amount will be filled in automatically.

From the client cardFrom the client card

The Finance tab in the card collects all income and expenses for this client.

The same transactions are convenient to view on the first tab, Activity log: set the filter to Finance, and only the money for this client will appear on the screen.

From the list and from any sectionFrom the list and from any section

In the Transactions section, a transaction is created with the Add button above the list.

The global add button ➕ is available in every section, so you can create a transaction from anywhere without going to Finance.

Copying a transactionCopying a transaction

Right-click to open the row menu and choose Copy.

In the copy, remember to change the document the payment was received under. Otherwise the payment will stay linked to the previous invoice.

Financial transaction cardFinancial transaction card

The card is laid out across three tabs: the transaction itself, custom fields, and attachments. Click a name to see what is inside each one.

Fields of the Income tab:

Field	What to enter
Credit or debit account	Selection from the account directory
Income or expense category	Selection from the category directory
Payment method	The directory of income and expense payment methods
Income or expense date	The date of the transaction
Status	The directory of financial statuses
Currency	The directory of currencies. By default, the one marked as the main currency is filled in, see Company currency
Rate	An editable field for currency conversion, always 1 by default
Client	Who paid or who was paid, selected from the client directory
Agent	Optional. A third party involved in the transaction whose interests you want to account for in the future
Document	Optional. The document the income or expense is based on. When a document is selected, the amount is filled in automatically
Deal	Optional. The deal the income or expense is based on
Amount	The amount of the financial transaction
Total	The amount after currency conversion. With a rate of 1, the total equals the amount; with a different rate, it differs
Note	Optional. A comment on the transaction
Bar under the note	Selection of a tag for the financial transaction
Responsible	The employee responsible for the income; you can also send them a chat message

Transfer between accountsTransfer between accounts

A transfer moves funds between your company's accounts. Create a new transaction, choose the Transfer type, enter your own company in the Client field, and fill in the appropriate category.

In the card of a transfer, instead of the single "Income" tab, there are two:

Tab	What to enter
Debit	Which account the money leaves, the date, payment method, status, and transfer amount. The amount is entered in the currency of the source account
Credit	Which account you are transferring to and what amount

After saving, the system creates two records: an expense and income.

Transfer between accounts with different currenciesTransfer between accounts with different currencies

If the accounts have different currencies, in addition to the amount, be sure to fill in the Rate that is current on the day of the transfer. For example, you are transferring 500 EUR from a euro account: enter 500 in the EUR field and 1.08 in the Rate field, and the system fills in the USD field itself, giving you 540.00.

Financial directoriesFinancial directories

The financial directories take part in creating every transaction: the account, category, payment method, status, and currency are taken from them. They are filled in in the settings of the Transactions section.

Account directoryAccount directory

We recommend starting to fill in the section with the list of accounts you receive payments to: the company's non-cash bank accounts and cash in the form of the company cash desk.

For each account, set the opening balance date and amount. The balance and account balances are calculated from that point.

Category directoryCategory directory

After the accounts, the list of the company's income and expense categories is created. The directory is tree-shaped: first a group is created, and inside it a list of categories.

Some categories can be classified as operating. Click and confirm the action. From that moment, the category takes part in all reports that need to account for the composition of operating costs.

The rules for working with directories are the same for all modules, see Standard directories.

Company currencyCompany currency

The currency marked as the main one in the currency directory is filled in for every new transaction, and the default rate is 1. If a transaction was made in a different currency, select it in the card and enter the rate, and the Total field will be recalculated.

Rights and limitsRights and limits

Finance is a restricted section: access to it is granted separately from the other services.

What does not open	What it means
The entire Finance section	The service is not enabled in the access scenario: income and expenses are visible neither in the list nor in the charts
The transaction card for a client	The same restriction: you cannot view or create transactions for the client
The Charts view	Even with the list open, the charts may be closed, since they have their own permission
Editing the directories	Accounts and categories are edited by whoever has access to the section settings

An employee of your company with administrator rights can extend the rights, see Access rights.