A month in a real business

Every screen here is from a live organisation, Fresh Streams Services Limited, with its own figures. Nothing is a mock-up.

1. The sale goes out

A quote becomes an invoice without retyping. VAT and the withholding the customer will deduct are on the document, along with the account to pay into.

An invoice showing VAT, withholding deducted by the customer, and the bank details to pay into. — The invoice, before it is sent.

2. It goes to the revenue service

Once the organisation is enrolled, the invoice is validated and transmitted, and the reference it comes back with is stored against it and printed on the copy the customer keeps. Enrolment itself is a checklist that tells you what is still missing.

The e-invoicing settings screen, listing what is still needed before invoices go to the tax authority. — The e-invoicing set-up checklist.

3. The goods arrive and the bill follows

A delivery is received against the order, the supplier's bill is matched three ways, and the price difference posts instead of being argued about.

A supplier bill matched against its purchase order and goods received note. — A bill matched to its order and delivery.

4. The money moves

The bank statement is imported and lines are matched against invoices, bills and journals, with what is left posted deliberately rather than swept into suspense.

A bank account, with transactions grouped into what needs dealing with, what is suggested and what is reconciled. — A bank account being reconciled.

5. The job pays for itself, or it does not

Materials issued from stock, expenses claimed from site and revenue invoiced all land on the job, so the margin is visible while the work is still running.

A job showing materials issued, costs, revenue and margin. — A job and its margin.

6. The month closes

Depreciation runs, the period is closed so nothing can be posted back into it, and the statements are read rather than rebuilt.

The profit and loss statement for a period, with comparatives. — Profit and loss for the period.

Then do it with your own numbers

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Try it with your own figures

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