Finance and documents

What problems it solves

In most companies the information about money sits in three places. Orders are in the store or the ERP, documents are in separate invoicing software, and the bank is in online banking. In between sits a person who retypes. Every retype can introduce a mistake, and it surfaces months later: at the accountant, during an audit, or when a customer asks why their invoice does not match their order.

Separate invoicing software usually takes the order data at one moment and never looks at it again. If the order is edited afterwards (an item removed, a price changed, shipping added), the document keeps the old numbers. Nobody notices, because the document looks fine on screen.

We keep documents and money in the same database as orders, stock and couriers. The document is issued from the current order, each payment is matched to its source, and reports are calculated from the same records everyone else sees.

How it works

Each step is one moment you can see on screen, and each one leaves a record.

1. Sale. When an order is fulfilled, the sales document is issued from it at that moment, numbered from the right series, and emailed to the customer. A second click or a repeated event never creates a second document.
2. Wholesale. For a business customer the system checks the VAT number in VIES. If it is valid and the goods go to another EU country, the invoice is issued at 0% with the intra-community supply basis. If the goods leave the EU, the invoice carries the export basis. When the register does not respond, the system says so and makes no assumptions.
3. Returns. When a parcel comes back unpaid, scanning it on receipt issues a credit note against the sales document. VAT reports are calculated after returns.
4. Cash at couriers. The system reads courier payout statements from email, and transfers arrive from the bank through open banking. The two are linked by protocol number, and you can see what has been delivered but not yet paid out.
5. Suppliers. Supplier invoices are read from email and kept as a balance per supplier. A payment order is prepared as a draft and goes out only after the responsible person approves it.
6. Receivables and cash desk. In businesses with a service workshop and sales on deferred payment, work orders are invoiced without retyping, partial payments are recorded against the invoice, and a sale to a customer on credit hold waits for approval.
7. Reports. At month end the tax audit file, the OSS report and the sales and money reports download with a button, because they are calculated from the same records.

What you get

• A document that matches the order, because it is issued from the order at the moment of issue and nobody retypes it.
• Your own numbering, continuing from the old software with no gap and no duplicate documents.
• Wholesale invoices with the right rate and legal basis, determined by the customer's country and the VIES answer. The check is kept as evidence.
• A clear answer to how much cash each courier is holding and which parcel has no statement.
• Payment orders that do not go out without approval, and a stop on any new or changed supplier IBAN.
• A balance per supplier and per customer, with advances and partial payments, instead of a pile of unsorted invoices.
• Monthly files and reports for the tax authority, OSS and the accountant, without assembling them by hand in Excel.
• Every refusal on screen states the reason and what to do next.

What it connects to

The finance module is part of the system and reads and writes the same database. It connects to outside systems only where data genuinely comes from outside.

• Shopify, WooCommerce and other sales channels: the orders that documents are issued from.
• Banks through open banking: account transactions and the status of payments sent.
• Mailboxes: courier statements and supplier invoices, read automatically by the system.
• VIES: VAT number checks for business customers and suppliers.
• The Bulgarian tax authority (NAP): the monthly e-shop audit file in the required format.
• Couriers: cash-on-delivery parcels and the returns that lead to credit notes.

What the system does not do

The system does not replace your accountant. It gives them ordered documents, matched payments and reports they can rely on, instead of a folder of printouts. Decisions on accounting policy stay with them and with you.