Money

What it is#

Money (at /money) is about the firm's money and what needs doing about it. Cash, vendor bills and deposits come through the firm's books — CORE Accounting, or QuickBooks Online when the firm has QuickBooks connected and a firm admin has switched Money keeps the books in to it on the Connected apps card. That switch is the authorisation for the two things Money writes there, vendor bills and deposits; until it is on, QuickBooks is read for reports only. Invoices, time, WIP and receivable always come from CORE, which is where the work is billed.

The CFO, the principal and firm admins hold the rail row; a scope that hides money cannot open the desk. Hide $ masks every amount. Refresh re-reads the books.

Home#

• Cash across the bank accounts (opening plus running balance); Receivable with what is over 60 days; Payable with what is overdue or due this week; To deposit, the payments in undeposited funds; Close, how far this month's checklist has got. The last two open their tab.
• What needs doing: bills due this week or overdue (Pay in CORE opens the bill there), payments to deposit, clients whose invoices have gone 60 days.
• Receivable by client: open invoices bucketed by days since invoiced, how far overdue the oldest is, and the count. A client name opens the profile.

Vendor bills#

Bills lists the ledger's vendor bills, open first: vendor, number, dates, amount, balance, status, and the phases the lines sit on. Paying one stays in CORE, behind its link.

New bill

Pick the vendor, type the vendor's bill number, the date and the due date, and add lines: a project, one of its phases, an expense item assigned to that phase, the amount, and what it was for. Save bill to CORE writes one bill; CORE creates an expense entry on each phase for its line, which is how the cost reaches the project.

CORE refuses a line on a phase whose project assignment does not allow that item (its overhead phases often do); the form shows CORE's answer.

Edit and delete

An open bill has Edit…, which reopens the form with the bill in it and rewrites the bill and its expense entries on save, and Delete…, which removes the bill and the expense entries it created, in that order. Both are refused once the bill has a payment on it or one of its entries is already on an invoice; those stay as they are and are changed in the ledger.

Credit memos

On Home, under the receivable table, + Credit memo writes a credit against a project's receivable (in CORE: a project credit on an income account; in QuickBooks: a credit memo on the customer for a service item). The last twenty list underneath with a link into the ledger. Applying a credit to an invoice stays in the ledger.

Deposits#

Deposits lists the payments sitting in undeposited funds — received date, client, method, reference, amount, each with a link into CORE. Tick the ones that went to the bank together, pick the bank account, the date and an optional reference, and Record deposit writes one deposit with a line per payment. CORE links each payment to the deposit; the bank balance on Home moves with it.

The last twenty deposits sit underneath.

The month-end close#

Close shows one month, stepped with the arrows (last month by default). Four items are computed from CORE and cannot be ticked: all time and all expenses through the month's end approved, the month's invoices finalized, the month's payments deposited. Four are ticked by hand with who and when: vendor bills entered, unbilled WIP reviewed, retainers applied, invoices posted to accounting. Each carries a link to where it is done.

When every item is done, the CFO or a firm admin can Sign off the month; the button waits until then, and so does the server. A computed item that goes red afterwards — an approval undone, an invoice reopened — reopens the month with a note that says which. Reopen clears the sign-off and keeps the ticks. The close lives in COREboards only; CORE is never written by it.