The add-on Money runs the whole chain from quote to payment: the catalogue of goods and services with prices, quotes to customers, orders, invoices, payments, contracts and subscriptions, and what customers still owe you. Revenue and receivables stay under control without separate spreadsheets and manual bookkeeping.
Why you need it
When prices live in one file, quotes are assembled in another and invoices are issued in a third, a company loses money without noticing. A payment reminder was forgotten, so the money arrived two months later. Nobody noticed the customer had already exceeded a sensible debt, and more was shipped. The contract expired in March, while work under it continued until June.
Money gathers the whole chain in one place and ties it to the deal: where a quote came from, what was ordered against it, what has shipped, what has been invoiced and what has been paid. Prices are computed by your rules rather than a manager’s memory, payment and renewal dates do not slip past, and receivables are visible by age — so you know who to call first.
What it does
- The product catalogue and bundles. Every item carries a name, SKU, category, unit of measure, tax rate, list price and cost price. A bundle sells one product as a set of several: its price can be fixed, rolled up from the components or the sum of the components’ own prices, and bundles nest at most two levels deep. A disabled item disappears from pickers while old documents keep the prices they were written with.
- Prices, discounts and the rules journal. Price books with one currency and quantity tiers, pricing rules and discount schedules are all data: a price can depend on quantity, customer, category or territory. Every line carries the journal of the rules that ran, so a disputed price can be replayed digit by digit, and a zero-write simulator prices a hypothetical line before anyone promises a customer. Selling below cost only warns unless you deliberately set it to block.
- Quotes and their lifecycle. A quote moves through draft, sent, viewed, accepted, rejected, expired and cancelled. It is emailed with a link to a public page where the customer reads the document, accepts it or declines with a reason — and you see that it was opened. Once a quote is sent, an edit never overwrites what the customer saw: the sent state freezes as a version and the quote returns to draft. Only the expiry sweep owns the “expired” word, and a discount above an approval rule’s threshold ships only under an approved request.
- Orders and fulfillment. An order is born from an accepted quote, so the prices in it are the ones the customer agreed to. Its delivery and billing state are computed: you see what is still to ship and what is still to invoice, and partial shipments and partial billing are the norm. A delivery note records what and when shipped and carries no prices — money lives in the invoice — and an issued note is never edited: a return is a reversal note. A blanket order commits quantities for a term and shows “drawn versus remaining” against an allowance; the release draws when the order is submitted, and an overdraw past the allowance is refused with both quantities named.
- Invoices, payments and credit notes. An invoice is born from an accepted quote or a submitted order, draws its number and due date at issue and is immutable from that moment. Payments spread across invoices in one operation, and an unallocated remainder becomes an advance that offsets future invoices. A wrong invoice is never deleted — it is corrected by a credit note bounded by the remaining balance, so the history stays complete.
- Receivables, aging and reminders. The aging report splits open balances into current, 0–7, 8–30, 31–90 and over 90 days past due. A dunning ladder — an in-app message, an email, a task for the owner — is assigned per invoice and stays dormant until you assign it; it stops by itself when the invoice is paid or an agreement is recorded, and a brake on the invoice or on the whole company, always with a mandatory reason, can hold it. The payment forecast is built from the payer’s own history, not from promises, and says so when it falls back to global figures.
- Credit limits. A limit is set per company and legal entity in a specific currency and checked at exactly two posting moments: submitting an order and issuing an invoice. Drafts hold nothing back. You choose whether the product warns or blocks, and there are exactly two ways through a block — an approved credit request or the manager’s bypass with a mandatory reason. A diagnostics read explains why a document was not blocked.
- Contracts. A contract register holds dates, a notice period and auto-renewal; no end date means the contract is perpetual. Reminders fire 120, 90, 60 and 30 days before the end, and a renewal quote is prepared a month ahead with prices from the current price book. Auto-renewal never happens without a logged review made inside the final milestone window — without it the contract waits for a person. Obligations become tasks on their own cadence, and the terms of a signed contract cannot be changed: changes are amendment documents.
- Acts and supplementary documents. Legal paperwork is kept typed — contract, amendment, annex, agreement, act, UPD, other. Templates print a document from the contract’s own facts, scans attach as files, and a signed document is never edited: a superseding document is issued instead, and the chain of who replaced whom stays readable forever.
- Subscriptions and recurring invoices. A subscription carries its own billing plan — monthly, quarterly or yearly, with a trial period, a grace period and lead-time invoicing — and the daily sweep generates exactly one invoice per period, so replaying a pass never double-bills. Past the grace period an unpaid subscription stops, and stopping is final: the way on is a fresh subscription. Changing the plan mid-period is previewed first (what to credit, what to invoice, the net amount) and only then applied as a credit note plus an amendment invoice.
- Supplier quotes and signatures. Supplier prices are kept in their own table, and a comparison matrix shows who has an item and where nobody does — with the exchange rate named beside every conversion and an honest gap where no one offered. Applying a supplier’s price writes it onto the product’s cost and journals the change on both records. Signing is a queue of signers with its own public page: turn order is strictly enforced, one refusal retires the whole envelope, and every view, sign and decline leaves an audit trail.
- Print forms, templates and numbering. Print forms for quotes, invoices, orders, contracts, acts and delivery notes are configured as templates with the document’s own fields, and a missing value prints as empty rather than breaking the page. Numbers come from per-legal-entity series — Q, ORD, INV, CN, ACT, SUB — and never change after issue, and mass printing runs over a batch of documents.
- Reports from quote to cash. The quote funnel, revenue by product, order backlog, a money summary and open receivables are computed from your own documents, every figure traceable. “Money by deal” and “money by company” bring quotes, orders, invoices and receivables together on one line, and every list exports to CSV. The reports repeat the same computation the screens show — never a second truth.
How it relates to other add-ons
Money rests on Deals — that is a required dependency. Until Deals is switched on, Money can neither be installed nor enabled: its prices freeze the currency dictionary Deals maintains, and quotes, orders, invoices and contracts anchor to a deal, so without it the documents have nothing to attach to. The reverse holds too — the product will not let you switch Deals off while Money is running, because the money contour would lose its base. The practical order is therefore: Deals first, then Money. Marketing, in turn, rests on Money, since loyalty programmes and coupons read its pricing rules. Money’s data is not lost when the add-on is switched off: it is kept and comes back the moment you switch it on again.
Honest limits
- Financial documents are never deleted. A draft can go to trash, but a posted document is a fact: a correction is a credit note, and a replacement is a new document in the chain. There are no free-floating money documents either — every one has a customer and, as a rule, a deal.
- An order cannot be created by hand: it is born from a quote, and an invoice from an accepted quote or a submitted order. That is exactly what keeps prices and terms equal to what the customer agreed to.
- There is no bank feed and no payment collection: receivables are computed from the payments you recorded, not from your bank’s movements; refunding money to a customer is out of scope, so only the intent to refund is recorded; and the product issues invoices and tracks settlement but never charges a card — connecting a payment provider is a separate, deferred path. Over thin data the reports answer an honest empty value, never a false zero.
- There is no cryptographic e-signature of its own: the product keeps the queue of signers and the signing trail, while connecting to signature operators is left for the future. It never invents what a signature means — the method is recorded as stated.
- There is no warehouse, no procurement and no server-side PDF file: stock reservation, multi-warehouse accounting, purchase orders and supplier bills are separate systems (only supplier quotes are compared here, to choose a price), and printing goes through the browser’s print-to-PDF, so a page number in the footer is not filled in.
- Reminders send nothing without your decision: the dunning ladder sleeps until it is assigned to an invoice, and missed rungs are never sent retroactively — a customer will not receive a pile of overdue letters at once.
- A currency without a rate is never counted as one to one: the product refuses and names the problem, and netting invoices in different currencies is not supported.
- Contracts are a register with reminders, dates and obligations-as-tasks rather than a full contract-management system: libraries of standard clauses and editing signed versions are separate systems.
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