Finance

The Finance section of the sidebar opens the finance overview. The tabs at the top lead to Expenses, Billing, Contractors, Budgets and Profitability; More holds Rate cards, Accounting exports, Periods and Settings.

You only see the pages you are allowed to open; the link and the page check the same permission. Permissions from your roles and from permission sets assigned to you are counted together, and contractor accounts only get permissions open to external users. By default organisation owners and administrators can read finance data, except employee cost rates. Adding or changing records needs the matching permission, and every save asks for a reason.

Finance overviewCopy Anchor Link

Finance overview brings the key figures together on one page:

• Budget usage: the highest usage among your budgets.
• Open alerts: budget alerts that are still open.
• This month's period: whether the current month is open, for example for the expenses ledger.
• Expense approvals waiting: how many expenses wait for a decision.
• Budget versus actual: each budget scope with its actual, budget and usage, and a tag such as On track or Past half.

Shortcuts lead to all budgets, all alerts, periods and the approval queue.

ExpensesCopy Anchor Link

The Expenses tab has three views: My expenses, Expense approvals and Reimbursements. My expenses lists your own expenses with date, merchant, category, amount, whether a receipt is attached, and status. Amounts are kept exactly as you type them; nothing is rounded on the way.

Record an expenseCopy Anchor Link

A support session can look at the page but cannot change anything.

Expense approvalCopy Anchor Link

A submitted expense goes through an approval chain: your manager, then finance. The cost centre's owner approves between them when the amount is above the limit your organisation sets (10,000 TRY by default) or the currency is not Turkish lira. Approvers find their queue under Expense approvals.

Rules that apply to every chain:

• Nobody approves their own expense.
• The same person cannot approve two steps in a row.
• If no approver can be found (for example because the reviewing unit is not set), the expense is not sent and you see a message saying so.
• If you change a draft after sending it, it needs a fresh approval. An earlier approval never covers changed content.

ReimbursementCopy Anchor Link

An approved expense you paid yourself follows one path, shown under Reimbursements: scheduled for payment, then paid. Paid is final. Company-card expenses are never reimbursed.

Nobody who approved the expense, and not the employee, can schedule or confirm the payment.

BudgetsCopy Anchor Link

A budget belongs to a project, a department or a cost centre. Its basis is hours, cost or revenue. Hours are entered as a decimal; cost and revenue in the currency's major units.

Create a budgetCopy Anchor Link

Every change is a new revision with a number and a status: proposed, approved or superseded. A revision that changes the last approved total by more than ten percent must be approved by someone other than the person who proposed it. Approving a later revision closes the open proposals before it. After approval the subject, basis and currency stay as they are.

The Budget variance chart shows actual minus budget to date. It draws the largest variances; every budget is in the table below it. A budget's page shows its usage, its revisions, budget versus actual and its alert history.

ProfitabilityCopy Anchor Link

Profitability shows cost, expenses, revenue and margin per month, for Projects or for Departments. Choose a From month and a To month and select Apply. Hours without a cost rate are marked on the row; they are left out of the cost instead of counting as zero. Each row links to its Cost lines and a Forecast.

Billing and contractorsCopy Anchor Link

Billing holds invoices, credit notes and billing plans. Invoices move through the statuses draft, in review, approved, issued, sent, partly paid, paid and void; New invoice draft starts one. Contractors holds engagements with their hour and amount caps and hourly cost, supplier invoices and matching.

RatesCopy Anchor Link

Rate cards hold billing rates for the organisation, a customer, a project, a role, a task type or an employee, each with its own dates, per hour or per entry. For a piece of work the most specific line applies, in this order: employee, task type, role, project, customer, organisation. If two lines tie, no rate is chosen.

A new card, adding or removing lines, or changing rates by more than ten percent in total since the last approval waits for another person to approve it. After you save, the page tells you whether the change is in effect or waiting. Only someone else sees the Approve button.

Cost rates (Rates → Cost rates) are hourly employee costs. They count as salary information and need a separate permission; owners and administrators do not get it automatically. You propose a rate for a date range and another person approves it. An approved rate is not edited: propose a new range, and when it is approved the previous rate ends on that date. People are shown by name.

PeriodsCopy Anchor Link

Finance records are grouped into monthly periods per ledger: expenses, sales, purchases, tax and cost. The Periods page lists the months of each ledger with their status, such as open, soft locked or reopen requested, and a Manage action.

• A month can be locked temporarily, and closed after it has ended.
• A closed month is reopened only when one person asks and another approves. A reopen request can be withdrawn and lapses after 30 days.
• A hard-lock date can only move forward.
• A record dated in a closed month, or before the hard-lock date, is not saved. A temporarily locked month accepts records only from people allowed to override the lock.
• By default a cost or sales period can only close after the matching time period is locked. An administrator can turn this rule off.

These actions are also available through the API.

SettingsCopy Anchor Link

Finance settings link to four lists. Each shows its records, marks inactive ones, and lets people with the manage permission add or edit a record.

FAQCopy Anchor Link