Receipts in, one Money page out

A small business loses track of money in two places: the receipts nobody files, and the handful of screens it takes to see whether last month was any good. My own back office now handles both.

Receipts, line by line

I upload a receipt as a PDF or a photo. A large phone photo is shrunk on the way in, and uploading the same file twice just says it's already there.

Each receipt then waits in a To review list. Reviewing one means saying who each line belongs to:

• a client,
• Forecheck overhead,
• charity,
• or not Forecheck at all, for something personal or from another venture.

A line can be split by percentage, and tax and fees spread across the lines in proportion. If a vendor always goes the same way, one option saves that as a rule, so the next receipt from them arrives already sorted. A receipt that turns out to be a duplicate can be marked as one, and it still waits for review so it isn't lost.

One Money page

Money used to live on two pages, one for what came in and one for what went out. Now it's one.

• Pick a range: 30 days, 90 days, year to date, or everything.
• Three numbers lead the page: In, Out and Net.
• In counts real payments only, net of refunds. Test payments never count.
• Out counts every receipt dollar, whatever its label. The part marked not Forecheck is shown beside it, and taxes still go by the label.
• A Needs you list points at receipts still to review and invoices that are overdue.

What each app earns and costs

Below the totals, every app I've built has its own In, Out and Net. Tap a row and the bills behind it open up. An app's Out is its own bills plus its share of the shared ones. Costs that don't belong to any app are company costs.

The rows always add up to the totals. If a payment has no client, or a receipt isn't assigned yet, it gets its own row and doesn't disappear. A report that doesn't add up is worse than no report.