Incomes and expenses

Every amount the company expects to receive is an income, and every amount it has to pay is an expense. Incomes, Expenses, Providers and Bank Accounts in the Finances group of the side menu are where they are recorded. This guide shows how.

Each of these entries appears only if your role gives you access to it, and your role also decides whether you can create, edit or delete records in it.

How an income or expense moves

An income or expense starts scheduled for its Programmed Date. Its Status then says where it stands:

Programmed: not paid yet, and its date is still ahead.
Delayed: not paid yet, and its date has arrived. A movement scheduled for today already shows as Delayed that same day.
Paid: it has a Paid Date.

Most payments are marked as paid when the money is sent, as explained in Send transfers. Only people who can see finances see the Paid Date field in the form and can set it by hand.

Record an income

Choose Incomes in the Finances group and click Create Incomes.
Link it to what it comes from: a Project, a Service, a Loan, a Project Sprint or an Item, such as a licence, a loan, a person, a provider or a sprint. Project offers only projects that are not administrative.
Choose its Type:
- Real, Nu, Mercado Pago and BBVA are money that actually arrives; the last three name the account it arrives in.
- From Expense and From Earnings are amounts moved from an expense or from earnings, not new money.
Type the Total, check the Programmed Date, and add Notes if they help.
Click Add Incomes.

Find incomes

The list opens with the Type filter on Real. That filter shows every income that is real money: Real, Nu, Mercado Pago, BBVA and incomes with no type. Only From Expense and From Earnings are left out; choose them in Type to see them. All the incomes the Real filter shows are the ones that count on the finances dashboard.

The other filters are:

Project Id: the number of a project.
Payment Type: Programmed shows every income not paid yet, delayed ones included; Paid shows the paid ones; Delayed shows the unpaid ones whose date has arrived.
Status: Programmed, Delayed or Paid, as described above.
Date From and Date To, on the Programmed Date. Together they keep the incomes between both days, both included; either one alone works as a start or an end. Both are kept when you reload the page.
Item Type and Item Id, which narrow the list to the incomes of one item.

On some incomes tied to a sprint, Relate Task links a task to the income by its Task Id.

Record an expense

Choose Expenses in the Finances group and click Create Expense.
Link it to a Project, the User who receives it, a Loan, a Project Sprint or an Item, such as a task cost, a sprint cost, a position or a provider. Project offers only active projects that are not administrative, and User only active people.
Choose the Payment Method: Real, Nu, Mercado Pago, BBVA, Wise, Efectivo or Ficticio.
Type the Total and check the Programmed Date. Add Notes if they help.
Click Add Expense.

The Category is not in the form when you create an expense: it is set for you from what the expense is linked to.

A task cost becomes Hourly, Sprint Cost or Task, depending on how that task is paid.
A sprint cost becomes Sprint Cost.
A position becomes Salary.
A provider becomes Services.

Any other expense is left without a category. To change it, edit the expense and choose Hourly, Sprint Cost, Task, Salary, Travel Expenses, Services, Loans or Other.

When the expense is linked to a task cost or a sprint cost, its Total cannot be higher than what is still unpaid of that cost. If it is, the form stays open and shows The amount exceeds what is left to pay for this item under the Total, followed by the amount left to pay. The expense is not created until you correct it.

Find expenses

Filter the list by:

Project Id, Project Sprint Id and User.
Paid Date From and Paid Date To, and Programmed Date From and Programmed Date To. As with incomes, each pair keeps the expenses between both days, both included, and either field alone works as a start or an end.
Status: Programmed, Delayed or Paid.
Category.
Item Type and Item Id, which narrow the list to the expenses of one item.

Expenses a person receives

An expense assigned to a person appears to them in Pending payments until it is paid. Once it is paid through a transfer, the transfer appears to them in Payments. An expense marked as paid by hand, without a transfer, does not appear in Payments. See Your payments. There, See and Open full detail open a summary of the expense with its Project, Project Sprint, Category, Total, Programmed Date, Payment Date, Status and Notes. That summary cannot be edited.

Split an expense

To pay part of an expense now and the rest later, open it and click Split. Type the Total to Keep: the expense keeps that amount, and a new expense is created with the rest, with the same details and "(Split)" added to its notes. You are taken to the new one.

Split appears only on expenses that are not paid and not part of a transfer yet, and only to people who can edit that expense.
The Total to Keep must be above zero and below the expense's total. Otherwise you see The amount must be greater than zero and less than the expense total, followed by that total, and nothing changes.

Edit and delete

Open a record and click Edit to change it, then Save Changes. Delete asks you to confirm first.

A paid expense can only be edited by people who can see finances, and only they see the Total when editing an expense, so only they can change it after it is created.
A paid income linked to a finished sprint cannot be edited or deleted.
A paid income or expense can only be deleted by the CEO.

Providers

Providers keeps the companies and people the company buys from. Click Create Provider, type the Business Name and, if you have them, the Business Key, Contact Name, Contact Email, Contact Phone and Notes, and click Add Provider. The list is sorted by Last Updated At, which moves forward each time an income or a services expense of the provider is saved. The form also shows Last Updated At: a new provider always starts at the moment it is created, whatever you type, but editing a provider lets you change that date by hand.

A provider's page lists its Expenses and Incomes. Creating one from there links it to the provider and fills in part of the form:

The Payment Method of an expense, or the Type of an income, starts as Nu.
If you can see finances, the Paid Date starts on today, so the record is created already paid. Clear it if the money has not moved yet.
An expense gets the Services category.

Bank accounts

Bank Accounts lists the accounts money moves through. Click Create Bank Account, type its Name, tick the options that apply and click Add Bank Account:

Charge Commisions: in Transfers, an incoming transfer on this account can have a commission added while it is waiting to be confirmed, as long as it has none yet and it is not a yield.
Generate Interest: Transfers shows + Yields for this account, to record what it earned.
Is Slicing Pie: transfers on this account are recorded in the Slicing Pie. In Payments, people who take part in the Slicing Pie see them under the Slicing Pie tab; anyone else has no such tab.
Charge Interest is kept with the account; no screen uses it.

Events

Events keeps the events the company organises or attends, so that what each one cost can be followed in one place. It is in the Audit group of the side menu, and appears only if your role gives you access to events.

Click Create Event.
Type its Title, Date and Location. All three are required: if one is missing, the form tells you which and the event is not saved.
Click Add Event.

The list shows the most recent events first. An event's page lists its Expenses. Creating an expense from there links it to the event and leaves out the Project, User and Project Sprint fields, since the expense belongs to the event. The form arrives filled in:

The Item is set to a provider; choose which one.
The Payment Method starts as Nu.
If you can see finances, the Paid Date starts on today.
The expense gets the Services category, because it is linked to a provider.