Finance

Once you have a company attached to a hosted site (see the Company in a box guide), open the Finance app to draft quotes, send invoices, get paid, track expenses, and pull a monthly close report - all for that one company.

Quotes and invoices

Draft a quote for a customer with one or more line items and a flat tax rate. Once a quote is accepted, convert it to an invoice with one click - it carries the same lines, tax, and customer over automatically.

Sending an invoice does two things: it's recorded in your books, and if you've connected a Square account for this company, a real "Pay online" link is created automatically. Anyone with the invoice link can view it, pay it, or print/save it as a PDF - no account needed on their end. A sent invoice can't be edited, only voided, so double-check it before sending.

Getting paid

A customer who pays through the "Pay online" link is reconciled automatically - no extra step on your part. You can also record a payment received another way (cash, check, a wire) directly on the invoice.

Expenses

Upload a photo or PDF of a receipt and Finance will try to read the vendor, amount, category and date off it automatically (this needs a Pro plan or above with a hosted-AI allowance; on other plans, or if it can't read a receipt clearly, just fill those fields in yourself). Review and approve an expense once it looks right - approving is what actually records it in your books, so take a moment to check the amount and category first.

The monthly close

The Close tab shows, for any month: revenue, expenses and net income; how much cash moved in and out; your cash and accounts-receivable balances; and an aging report showing which unpaid invoices are overdue and by how much. Export invoices or the full journal as a CSV file that imports cleanly into most accounting software.

An optional Finance department

Like Engineering, Marketing, Sales and Customer service, Finance can also run as a department with its own schedule and autonomy dial (see Company in a box for how the autonomy dial works). Running, it will draft quotes for CRM leads marked "won," send a polite reminder on anything overdue (by email, if you've connected one), keep pending expenses categorized, and pull the close report for you to review. Approving an expense and sending an invoice are real actions with real consequences, so review its proposals for a while in Propose mode before switching it to Autonomous.

Finance needs a Plus plan or above.