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Finance ​

Manage invoices, payments, balances, and financial reports for all customers on the platform.

What You Can Do ​

  • View customer balances and financial summaries
  • Generate and send invoices
  • Register payments and track payment history
  • Review the complete transaction history
  • Generate revenue and aging reports
  • Export financial data to Excel

Getting There ​

Navigate to Finance in the main sidebar menu. You will see the Finance Dashboard with an overview of the current financial status.

From the dashboard you can access all sub-sections:

  • Invoices — via the top navigation or the "Generate Invoice" button
  • Payments — via the top navigation or the "Register Payment" button
  • Transactions — via the top navigation
  • Reports — via the top navigation or the "Export Report" button

Common Tasks ​

Generating an Invoice ​

  1. Go to Finance > Invoices
  2. Click Generate Invoice
  3. Search and select the customer
  4. Choose the date range for the billing period
  5. Optionally add notes for the invoice
  6. Click Generate — the system calculates the total from unbilled transactions
  7. Review the draft invoice and click Issue to finalize

TIP

Invoices are created in draft status first. You can review and edit them before issuing.

Registering a Payment ​

  1. Go to Finance > Payments
  2. Click Register Payment
  3. Search and select the customer
  4. Select the invoice the payment applies to (or leave blank for general credit)
  5. Enter the amount, payment method, and reference number
  6. Optionally add notes
  7. Click Save — the customer balance updates automatically

Viewing Customer Balance ​

  1. Go to Finance Dashboard
  2. The KPI cards show the overall financial summary
  3. To see a specific customer's balance, go to Finance > Transactions
  4. Filter by the customer name
  5. The balance is shown at the top of the filtered view

Exporting a Report ​

  1. Go to Finance > Reports
  2. Select the report type: Revenue or Aging
  3. Set the date range and any additional filters
  4. Review the chart and data table
  5. Click Export to Excel to download

Sending an Invoice by Email ​

  1. Go to Finance > Invoices
  2. Find the invoice in the list
  3. Click the envelope icon in the actions column (or open the invoice and click Send Email)
  4. Confirm the recipient email address
  5. Click Send

Frequently Asked Questions ​

What happens if I generate an invoice but there are no transactions? ​

The system will show a warning message: "No unbilled transactions found for the selected period." No invoice will be created.

Can I cancel an issued invoice? ​

Yes. Open the invoice detail and click Cancel. The status will change to "cancelled" and the related transactions will become unbilled again, available for a new invoice.

How is the balance calculated? ​

The balance is the sum of all transactions for a customer: charges increase the balance (money owed), payments decrease it. A negative balance means the customer has credit.

Can I register a payment without linking it to an invoice? ​

Yes. When registering a payment, the invoice field is optional. The payment will still be recorded as a transaction and the balance will update.

When are automatic invoices generated? ​

Customers configured with monthly billing receive automatic invoices on the 1st of each month at 6:00 AM. The system processes all unbilled transactions from the previous month.

Envia Admin