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The Finance module is the financial hub of your ERP. Every monetary transaction across all other modules — sales revenue, payroll, vendor bills, project billing, asset depreciation — flows into Finance automatically.

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What Finance owns

  • Invoices — create, send, and track customer invoices with payment status
  • Expenses — log and categorise company expenses
  • Vendor bills — record and manage supplier invoices
  • Journal entries — manual accounting entries and adjustments
  • Credit notes — issue credits against existing invoices
  • Payments — record inbound and outbound payments
  • Bank Feeds — live bank transaction sync via Enable Banking, with auto-reconciliation

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Data flows into Finance from

ModuleWhat it sends
CRMCustomer invoices
Sales & POSSales revenue
HRPayroll
ProcurementVendor bills
ProjectsBillable time
Travel & ExpenseReimbursements
AssetsDepreciation
ContractsContract value
Finance requires your company profile and fiscal year to be configured before you can create invoices or run reports. Set these up under Settings → Company Profile.

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Common tasks

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Create and send an invoice

1

Open Finance → Invoices → New Invoice

2

Select the customer

Choose from your CRM customer list. Billing address and payment terms auto-populate.
3

Add line items

Add products or services, quantities, and unit prices. Apply a line-level or overall discount if needed.
4

Set the due date

Choose a specific due date or select a payment term (e.g. Net 30) to calculate it automatically.
5

Add notes or payment instructions (optional)

Include bank details, reference numbers, or any custom message for the customer.
6

Click Send Invoice

The invoice is emailed from your connected email provider. Status changes to Sent.

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Record a payment against an invoice

1

Open the invoice

Find it under Finance → Invoices. Filter by Sent or Overdue.
2

Click Record Payment

Enter the amount received, payment date, and payment method (bank transfer, card, cash, etc.).
3

Partial payment

If the customer paid less than the full amount, enter only what was received. The invoice status becomes Partially Paid and the outstanding balance is shown.
4

Save

The payment is posted to your accounts. Status updates to Paid when fully settled.

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Pay a vendor bill

1

Open Finance → Vendor Bills

Bills arrive automatically when a Procurement PO is received. You can also create them manually.
2

Open the bill and review it

Verify the amount, supplier, and due date match the physical invoice you received.
3

Click Record Payment

Enter the amount paid, date, and payment method.
4

Save

The bill is marked Paid and the payment is posted to your accounts payable ledger.

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Log an expense

1

Open Finance → Expenses → New Expense

2

Fill in the details

Enter amount, date, and category (Travel, Software, Office Supplies, Meals, etc.).
3

Attach a receipt

Upload the receipt image or PDF. Required for reimbursable expenses.
4

Assign to a cost centre

Link to a department or project for accurate P&L segmentation.
5

Save

The expense is logged and appears in your expense reports and P&L immediately.

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Issue a credit note

1

Open the original invoice

2

Click Issue Credit Note

Enter the amount to credit — full or partial.
3

Select a reason

Choose: Return, Dispute, Pricing Error, Goodwill, or Other.
4

Send to customer

The credit note is emailed and the outstanding balance on the original invoice reduces automatically. If the invoice was already paid, the credit sits as a balance on the customer account for future use.

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Create a journal entry

1

Open Finance → Journal Entries → New Entry

2

Set the date and reference

The date determines which accounting period the entry falls in. Add a reference or description for audit purposes.
3

Add debit and credit lines

Add at least one debit and one credit line. The entry cannot be saved unless debits equal credits.
4

Attach supporting documents (optional)

Upload the supporting document (e.g. bank statement, accountant memo).
5

Post

The entry is posted to your ledger. Posted entries cannot be deleted — only reversed.

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Connect Bank Feeds and reconcile transactions

Bank Feeds bring your business bank account into Softbooq via Enable Banking (PSD2 / Open Banking, covering 2,500+ banks across the EU and UK). Every incoming transaction is automatically matched against your invoices, vendor bills, expenses, and payment runs by the Auto-Reconciliation Engine.
1

Connect your bank

Go to Settings → Integrations → Bank Feeds → Connect, pick your bank, and authenticate via your bank’s standard login. Softbooq never sees your credentials, the consent flow happens entirely on your bank’s domain. See Bank Feeds for full setup.
2

Wait for the initial backfill

Up to 90 days of historical transactions pull in. Larger accounts can take a few minutes.
3

Use the Reconciliation Workbench

Open Reports → Reconciliation Workbench. HIGH-confidence matches are auto-applied. MEDIUM and LOW need a one-click confirm. Unmatched stay queued.
4

Renew consent every six months

PSD2 mandates consent renewal every 180 days. You’ll get an in-app banner two weeks before expiry, click it and re-authenticate at your bank.

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Handle a multi-currency invoice

1

Create the invoice as normal

2

Change the currency

Click the currency field and select the billing currency. The exchange rate auto-populates from the current mid-market rate.
3

Override the rate if needed

If you have an agreed rate with the customer, enter it manually.
4

Send

The invoice is displayed in the selected currency. Your accounts record both the foreign currency amount and the home currency equivalent.

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Troubleshooting

Your company profile or fiscal year is not configured. Go to Settings → Company Profile, fill in your company name, address, currency, and fiscal year start month, then save. Return to Finance and try again.
Check that your email provider is connected and verified under Settings → Email. Send a test email to confirm it’s working. Also check your spam/junk folder — some providers route automated emails there on first contact.
Open the invoice and check the Payments tab. If the payment appears there but the status hasn’t updated, the amount recorded may be less than the invoice total. Check for rounding differences or partial payment amounts.
Finance aggregates data from all modules. Unexpected figures are usually caused by payroll postings from HR, depreciation from Assets, or reimbursements from Travel & Expense. Check the journal entries list filtered by source to identify the origin.
This can happen if a PO was received and a bill was also created manually. Open both bills and check the reference number and amount. Delete the duplicate (only possible if it has not been paid) or mark it as a credit against the supplier account.
Posted entries cannot be edited. Create a reversing entry with the same accounts and amounts but with debits and credits swapped, dated the same period. Then post the correct entry.

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FAQ

Yes. Go to Settings → Company Profile and upload your logo. The invoice layout uses your company name, address, and logo automatically. Custom template design (colours, fonts) is available on Plus and Pro plans.
Yes. When creating an invoice, toggle Recurring and set the frequency (weekly, monthly, quarterly). The system generates and sends the invoice automatically on schedule.
Record the full amount received. The invoice status becomes Overpaid and the excess amount is recorded as a credit on the customer account. It can be applied to their next invoice.
All major world currencies. Your home currency is set in Settings → Company Profile. You can invoice in any currency and the system converts at the rate you specify.
Yes. Users with Admin or Manager roles have full access. Employee and Viewer roles have read-only access. Client roles have no access to Finance.

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See also

Sales & POS

Sales orders that generate invoices automatically in Finance.

Reports

P&L, balance sheet, cash flow, and custom financial reports.

CRM

Convert deals to invoices and track customer payment history.