Money modules - money in and money out

Some modules are really about money: what a client owes you in instalments, bills from suppliers, expense claims, commissions. Mark such a module as money received or money spent, and the CRM adds its records into what each deal earned and cost, and into the Ledger.

The ready-made Client payments solution is money received. Vendor payments, Service jobs and Expense claims are money spent. See Create your own module.

Set a module up for money

Only owners and admins can do this.

1. Open Settings → Modules and click the module.
2. Make sure it has a field holding the sum: a Money (with currency) or Number field. A field of the Amount type cannot be chosen here.
3. Under Amount field, choose that field. The board's columns and the list now add it up.
4. Under To a deal this is, choose money received or money spent. (Choose neither to only total it on the board and list.)
5. Under Can be attached to, make sure Deals is chosen, so each record can belong to a deal.

The module also needs a board, and its stages need won and lost marks, because they say where the money stands:

Stage	Money received	Money spent
Won stage (such as Received, Paid)	Arrived	Paid out
Lost stage (such as Written off, Rejected)	Will not come	Cancelled, not owed
Any other stage	Expected	Owed, still to pay

See Set up a module's stages. Once records count, the amount field and what it counts as cannot be changed. See Switch a module off or delete it.

For a money-received module, a third option appears: These payments pay the deal's invoices. See Client payments that pay the deal's invoices.

How it counts on a deal

Open a deal and click Money on the right to unfold it. It works the figures out afresh from what is attached to the deal:

• Deal value: the deal's amount.
• Received: money paid on the deal's invoices, payments taken on the deal with no invoice yet, and money-received records in the won stage that do not pay an invoice. Under it, how much has been invoiced.
• Balance due: the deal value less what was received.
• Costs: money-spent records not in a lost stage, with how much is paid and how much is still to pay.
• Gross profit: the deal value less costs, with the margin.
• Net cash: received less paid out.

Click Show the breakdown to see where the figures come from:

• By vendor and By employee: who the money-spent records are for. The vendor is the record's company, or a record of another module it points at, such as Vendors. Records attached to a team member are grouped by employee.
• Invoices: each issued invoice, what it asks for and what it has received, and the record it was made for, if any.
• Advances · no invoice yet: payments taken on the deal before there was an invoice.
• By module: each money module's records on the deal, with what is expected and received, or what is owed and paid. Click a module to see its records, marked received, expected, paid, to pay or cancelled.

Nothing is counted twice: a record that pays an invoice counts in that invoice's received, and a record the CRM added for a payment counts as that payment.

On companies and contacts

A company's or contact's card shows the same idea across all their deals. As a client: their Deals, Deal value, Received and Outstanding. For a company, As a vendor: the money-spent records attached to it, as Bills, Billed, Paid and Balance.

In the Ledger

Ledger in the left menu lists every money line of the workspace, and money module records are among them: money received or spent, for the amount in the amount field. A record in the won stage shows as paid, on the day it got there. A record in a lost stage shows as cancelled, and any other as due.

Who sees the money

The figures follow each role's Money and ledger settings under Settings → Access: Money received for the income side, Money spent for costs. Profit needs both. Owners and admins always see everything. See Roles and permissions.