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Income vs expenses by month
Net income
Expenses
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Closing balance by month
End-of-month running balance
This month's expenses by category
Recent income (this month)
Recent expenses (this month)
Year overview
Record a payment received
Yoco fees, net amount and the running balance are calculated automatically.
Standing bills β
Rent, Wi-Fi, hosting, subscriptions: the bills that come every month. Nothing is posted by itself β
when one is paid, click Record as paid, correct the amount to what the bank actually took, attach the
receipt and save. Each bill can only be recorded once a month.
βοΈ The list of standing bills
Record an expense
Attach the receipt and it's filed into the month's Expenses folder with a clean name.
Pending reimbursements
Expenses paid with personal funds, not yet paid back.
Find a client or invoice
Search by client name, invoice number, email or phone β e.g. INV101929, just
101929, or Dlamini. Shows every document for that client with what is still owing.
Create an invoice or estimate
Quotations and estimates only β catalogue prices fill in as you pick products, and a
discount deeper than the allowed percentage needs the main account. The main account issues the invoice once the client accepts.
Numbered automatically, branded like your current invoices, filed in the project folder.
Use the Room column to group items by room (e.g. "Family Room", "Covered Patio").
Record a payment β receipt
Generates the receipt (amount, method, remaining balance) and logs the income in the books automatically.
Group invoice β unit tracker
One invoice covering several units, each with its own owner paying separately.
Shows what every unit owes, what has come in, and which ones have cleared the 60% deposit so
installation can start. Units come from the Room column on the invoice's line items.
One PDF per owner, covering every unit they hold.
Tidy duplicate unit rows
Allocation ledger
Every allocation recorded on this invoice, one line each. Remove a wrong
one here β the money on the invoice is untouched; only the record of which unit it went to changes.
Duplicates = same unit, same amount, same reference. Clearing wipes only this invoice's allocations.
Allocate a payment to units
For money already received but not yet pinned to a unit β the payments taken
before this tracker existed, or one that came in over the phone.
Refund a payment β credit note
Money going back to a client β a cancelled job, an overpayment, a deposit returned.
Nothing is erased: the receipt they already hold stays valid, and this records the reversal alongside it
with its own credit note. Refunding everything received puts the invoice back to Unpaid, which is what
lets it be cancelled.
βοΈ Correct a payment recorded with the wrong figures
The receipt has gone out but the amount, date or method was wrong. In one step the wrong receipt is
reversed with a credit note on the same day, the right figures are recorded as a new receipt, and the wrong receipt's PDF
goes to the bin. The month's income ends up right. Send the client the new receipt.
Client statement
Every invoice and payment for one client with the balance owing β a branded PDF filed in the
Statements folder, ready to send.
Quotes to follow up
Every quotation and estimate not yet won or lost, the ones needing attention first: an overdue
follow-up, prices about to lapse, or nobody has been back to the client yet. Log each call, and when it is
decided, turn it into an invoice or mark it lost with the reason.
Recent documents
Every quotation and estimate, newest first β yours are marked. The main account turns a won quotation into the invoice.
Job completion & warranty
The digital completion form: fill it in on site, attach the signed log book, photos and videos.
The 7-day fault-check window and 12-month warranty dates are worked out automatically.
Check stock
Type any part of a product's name, model or category to see at once whether it is in stock.
Record a stock movement
Sales and installs reduce stock; restocks add. The catalog updates instantly for everyone.
Stock take
Count the shelf, type what you actually found β quantities are corrected and every difference is
logged as a "Stock take" movement. Leave a row blank to skip it. Best done before a big restock arrives.
Add a new product
Main account only β the next Product ID (P114, P115, β¦) is generated automatically, and the
product lands in the Stock Catalog, the private buy list, and every picker in the app.
Update a selling price
Main account only β changes the price in the shared Stock Catalog, and what the Billing product
picker offers from now on.
Investments & loans
Capital injected into the business β e.g. an investor funds a bulk restock, repaid from the
proceeds by a deadline. The money in is recorded in the books as INVESTMENT-<ref> (so the balance matches
the bank) but never counted as sales income. Link the purchase order it paid for and the tracker shows what
those products have brought in since.
Record an investment received
Allocate investment funds to an order
Do this when the money is actually spent β funds can sit unallocated first, and one order can mix
your own money with investment money. E.g. order LV20260901 has 100 Γ 4-gang on your funds, plus 30 Γ 2-gang
paid by CAP1: allocate CAP1 β that order, product "2-gang switch", qty 30, the Rand amount. Returns are then
traced per funded product, capped at the funded quantity.
Repayments made
Each one is booked in the month's expenses under Investment Repayment, with the proof of
payment filed alongside it.
Record a repayment
User accounts
Each person signs in with their own username and password. Roles: admin sees everything including
salaries, investors and users; accounts runs the books; sales has the CRM, sales log, quotations and stock;
installer has jobs, stock, tools and submitting income and expenses.
Add a user
Old access codes still in use
These still open the app. Create a user account for each person, then retire their code.
Month-end import order
Supplier orders & bills
Record what was ordered in dollars β products plus shipping to the agent's warehouse in China β then
log each Rand amount as it actually leaves the bank: the USD payment (rates and bank charges vary, so you type the
exact Rand figure), shipping to South Africa, customs. The true landed cost per product is worked out from the
Rands actually paid.
Record a new order
We owe suppliers
Local suppliers who have given us terms β what is still unpaid, by whom, and by when.
Overdue is red, due within a week is amber. Open an order to pay some or all of it.
Reserve spending tracker
Each month's reserve pot vs what has actually been spent from it β orders now, shipping and
duty whenever they land. Record the actual payment under Add expense too; this tracks the pot.
Order now from local suppliers
Sold this month while out of stock β don't wait for month-end.
Low stock
At or below the warning level.
Suppliers
Who we buy from β the local shops and wholesalers used between imports, and the
importers themselves. Raising an order against a name adds it here automatically; fill in the rest
so the details are to hand when something needs reordering or returning.
Add or update a supplier
π Fix a wrongly recorded supplier name
Older orders were raised under a name that is wrong or misspelt.
Point every one of them at the right supplier in one go β their expense entries in the monthly
records follow, and the wrong name drops out of the list.
Tools register
Company tools and equipment β not stock. Installers keep this current: what we have and its
condition, what is needed, what was just bought. When a needed tool is purchased, record the money
under Add expense (Tools & Equipment) and update it here to "Have".
Add or update a tool
Follow up today
Overdue follow-ups first, then today's, then leads nobody has contacted yet.
Pipeline
Weekly marketing β
Every week each rep submits one market research proposal with the date it will be executed, and has one video post
and one picture post ready by Thursday and posted on Friday.
Monthly scorecard
The items in the KPI document that are judged rather than counted β customer service, marketing,
product knowledge and teamwork β rated 1 to 5 per rep per month, with comments. The month's measured numbers
are kept with the rating.
1 = needs attention Β· 3 = as expected Β· 5 = outstanding
Add a lead
Every enquiry goes in here the day it arrives β the KPI review reads these records.
Log a follow-up
Every call, message, visit or demo β what the customer said and when to try again. Moving the stage to
Won or Lost closes the lead.
Commission payout β month end
Per rep per month: only approved sales on fully paid invoices count; the month's
qualifying product sales must beat the threshold; the first 3 months (probation) pay no commission. Paying out
sends the amount to Salaries as Extra pay, so it lands on the payslip β cancellations after payout show as
clawbacks to deduct.
Where sales come from
Per lead source: quotations sent, won and lost, the conversion rate, and what was invoiced.
Recorded on each quotation and invoice on the Billing tab. Referrers named there are listed below.
Referrers
Support & warranty running out
Product warranties from the job register and support periods on signed SLAs ending within 60 days,
or lapsed in the last 30. Each one is a reason to call: an extended support agreement, a battery service, an add-on.
Sell again
Every client invoiced so far, what they have had installed (read from their invoice lines) and
what they have not. Pick a category to see who is a prospect for it, then "Quote them" opens the Billing tab
with their details filled in.
Quotes to follow up
Every quotation not yet won or lost, the ones needing attention first. Log each call or message
and when to try again. A quote that is dead gets marked lost with the reason; the main account turns a won one into the invoice.
Sales log
Log a sale
Cash lookahead
Month health
Profit and margin per month across all its projects, with an overall verdict.
Project profitability
Income received minus everything tagged to the project β expenses and, for the
main account, the landed cost of stock installed. Tag expenses and stock movements with the INV number to make
this accurate.
Bank / Yoco reconciliation
Paste statement lines β one per line, each with a date and an amount (money out as a negative or
trailing-minus amount). Lines are matched against the books within 3 days and 1 cent; whatever doesn't line up
is listed for checking.
Pay run β
Tick who is being paid; salaries pre-fill from the team list and outstanding advances are suggested
as deductions. Each payment generates a private payslip PDF, and the books get ONE combined "Salaries" row for
the total β individual amounts never appear in the shared folder.
β©οΈ Undo a pay run (recorded in error, or test entries)
Removes every salary entry for the month, bins the payslips and proofs, clears the combined
Salaries row from the books, and puts advances settled in that month back to outstanding. Emails already sent cannot be recalled.
Team
π Staff documents β contracts, KPIs, IDs, certificates
Filed in a private folder per person, never in the shared records. Upload the signed
employment contract and Sales Targets & KPIs here so they are to hand at a review.
Advances & extra pay
An advance is money given before pay day β deducted at the next pay run. Extra pay
is weekend work, overtime or any extra job β added to the next pay run and shown on the payslip.
Payment history
Net pay per person per month, with the year-to-date total.
Recent entries
The last payments recorded. "Remove" takes one entry out: its payslip is binned, any advance it settled goes back to outstanding, and the month's Salaries row in the books is reduced by its net.
Start a new project
Creates the project folder in this month's Projects folder, copies in the Installation Log Book, and registers it on the Projects sheet.