Hiring someone is not the same as handing over the job. In Finance, quotes, orders, invoices, bills and payments each have their own document and record, so you can hand over one step at a time and see that it was done.
A growing team needs clear limits, not a shared login. Roles are scoped to Finance, so someone can raise invoices without seeing the chart of accounts, and an approver you choose signs off expense claims within their limit.
When the books live in one person’s head, they walk out with them. The accounts update as invoices are issued, bills approved and payments recorded, and reports read that posted ledger, so the history stays with the business.
Credit notes, sales returns, advance invoices, vendor credits and purchase receives all have a place here. Finance also raises recurring invoices, bills and expenses on the schedule you set.
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Custom
A bundle and terms shaped around you
Custom
price
| Without Finance | With Finance | Answered by |
|---|---|---|
| Every quote waits for you to set the price | A rate list puts the agreed price on the quote | Sales |
| “Has that customer paid?” only you can answer | Receivables show what is owed and for how long | Accounts |
| Every expense claim waits on your signature | An approver you choose signs off within their limit | An approver |
| Supplier invoices are paid on trust | The bill is entered from what was actually received | Purchasing |
| One shared login, or no access at all | A Finance role that invoices without the chart of accounts | Their own login |
| Month end means rebuilding the numbers by hand | Reports read the posted ledger and export for your accountant | Your accountant |
What changes
Sales
A quotation carries its lines into a sales order, and the order into the invoice raised against it. Credit notes and customer payments settle against those same documents rather than beside them.
Parts, quantities and agreed prices move with the record rather than being read off one screen and entered into another.
An invoice holds the order it was raised from, and the order holds the quotation. No document in the chain stands alone.
A receipt is recorded against the invoice it clears, in full or in part, and the balance follows from it.
Purchases
The buying side runs the same way round. An order is placed, what arrives is received against it, the bill is entered from that receipt, and the payment allocates against the bill it clears.
A receive references its purchase order, so what was ordered and what arrived are held on one chain.
It is entered from what actually came in rather than keyed a second time off the paperwork beside it.
A return to a supplier and a paid expense are documents in the same ledger, not adjustments made to it afterwards.
Ledger
Each document carries its own tax treatment at the point it is raised, and every document that posts writes balanced debit and credit lines against the chart of accounts. Reports and period summaries are a reading of those records rather than a second set of figures kept beside them.
Set per item, customer or line, and recorded on the document itself rather than applied in a later pass.
Each invoice, bill, payment and credit note carries its own journal entry, with the two sides equal by construction.
Period end reports what the ledger already holds, so every figure has a document behind it that can be opened.
Items
One item record is what both cycles put on their lines, priced and taxed once. A rate list sets what a given customer or vendor pays for it, and a stock adjustment corrects the quantity or the value on hand and posts as it does.
The record a quote prices is the record a purchase order buys, so a description or a tax treatment is corrected in one place rather than in each app that sells it.
A list carries its own currency and either moves the item rate by a set percentage or names a rate per item, and the document picks it up rather than somebody remembering the agreed price.
A correction to quantity or value cites a reason and a warehouse, and writes its journal entry like any other posting, so the count and the books move together.
FAQ
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