This article will help the Product Managers (PM) and Account Admin (AA) roles to understand and manage the Finance Section of our platform.
2.1 Payables Tab
3.1 Receivables Tab
Accessing the Finance Section
To access the Finance Section, on the lateral menu, click on Finance and choose between Payables or Receivables.
⚠️ Note that the user must have the following permissions to be able to manage and visualize both Receivables and Payables. To review these permissions, simply go to the main menu on the left, navigate to People > Users, search for and click on the user profile you want to review. After that, open the Permissions tab and click on Accounting, as shown below.
If you want to learn more about each of these permissions, consider accessing this article
Payables
The Payables section organizes and centralizes all important information and actions related to the Agency’s outgoing payments. It provides management and control over your financial obligations, offering visibility into what you owe to vendors, suppliers, and linguists.
In the Payables main view, you will see two tabs: Payables and Payable Actions. Each tab is designed to help you manage your payment workflows efficiently, from reviewing and approving individual payables to bulk-generating them for entire accounts or vendors.
Payables Tab
At the top, you’ll see key payment breakdowns, which correspond to the first four numbered items in the image, giving you an overview of the Agency’s payment totals by method:
Payoneer: Total amount to be paid through Payoneer
Paypal: Total amount to be paid through PayPal
Currency: Total amount to be paid through Bank Transfer
Missing Payment Method: Total amount to be paid to users who have not yet added a payment method
Search Field and Filter: Where you can search for the Agency Payables, you can filter by User, Name, Missing Accounting, Creation Date (start and end), Due Date (start and end), and Status
Payable Number: The number automatically created for the Payable, can be used for reference
User: The Vendor’s user name, the person who will receive the payment
Creation Date: The date when the Payable was created
Due Date: The Due Date for the payment
Total Jobs:
Profitability:
Net Amount: The total amount and the currency of the payment
Status: The status of the Payable, indicating its current payment stage:
Awaiting Reconciliation: The payment is being reviewed and verified to ensure all details are correct before final approval
Paid: The payment has been made to the Vendor
Pending: The Agency is waiting for the Vendor to upload the receipt (only for Brazilian territory)
Pending Approval: The Vendor doesn’t need to upload any document, but the Agency has to approve it
Ready: Everything is completed and the payment is ready to be processed.
Cancelled: The Payable has been cancelled and will no longer be processed for payment
Error: Displays when there is a problem preventing the Payable from being processed. Hovering over the red “ERROR” status will show details about the issue. Typically, it indicates that the Vendor has multiple payables in multiple currencies due, but it may also show system error codes that can be shared with support for further assistance
Document: Where the Agency can download, remove and upload the Vendor’s receipt for the payment
By clicking on a Payable, you’ll be able to see more details such as Total Jobs, Overall Profitability, Monthly Payable Average, Total Amount, Tax Amount, Net Amount, Payment Method, Project IDs, Receivable Amount, Payable Amount, and Profitability.
By clicking on a Payable’s vertical ellipsis (the three little vertical dots at the far right side), the following options are available:
Make Payment: This option initiates the payment process for the selected Payable
Approve: This option is for approving the Payable
Mark as Paid: This option marks the Payable as paid in the system once the payment has been completed
Cancel Payable: This option is for canceling the Payable
Upload Document: This option is for the linguist to upload a document, for example, a receipt
Download Payable: This option is for downloading the Payable
And when you select multiple Payables from the list, you can perform actions in bulk to save time and ensure consistency. Bulk Payable Actions include Make Payment, Approve, Mark as Paid, or Cancel Payable, making it easier to manage large batches of payments at once.
Payable Actions Tab
The Payable Actions tab is designed to help you generate new Payables in bulk, either grouped by Account, Vendor or Custom Field (CF). All views offer the same options and process, so you can easily switch between Account, Vendor and CF without changing how you generate payables.
After setting your preferred filters and dates, simply click the blue Generate Payables button at the bottom of the screen. This will create all the selected Payables in one streamlined action, making bulk payment preparation fast, consistent, and easy to manage.
Receivables
The Receivables section will organize and synthesize all the important information and actions regarding the Agency’s Receivables, offering management and control. It is in the Receivables pages where you will find information about the income for your Agency, like the Receivables sent and the Projects that are ready to be invoiced.
In the Receivables main view, you will see the Receivables tab and the Ready to Invoice tab.
Receivables Tab
Search Field and Filter: Where you can search for the Agency Receivables. To access these filtering options, hover over the filter icon or click on it. You can filter by Receivable Number, Project, Purchase Order, Organizational Unit, Creation Date (start and end), Due Date (start and end), and Status
Number: It is the unique ID number for that invoice
Contact: Displays the Organizational Unit and the name of the responsible contact person.
Purchase Order: A reference field for storing order or invoice codes used to identify and track the billing process.
Installment: The number of installments the Receivable was divided into (single or multiple)
Creation Date: The date when the Receivable was created
Due Date: The Due Date for the Receivable
Net Amount: The total amount and the currency of the payment
Status: The Receivable status, indicating its current billing or payment stage:
Invoiced: The Agency has already sent the invoice.
Partially Invoiced: The Agency has sent one or more invoices (in cases with multiple invoices).
Partially Paid: The payment has been partially received.
Paid: The payment has been fully received.
Canceled: The Receivable has been canceled.
By clicking on a Receivable, you’ll be able to see more details such as Total Amount, Tax Amount, Net Amount, the number of Projects, Project ID (in the format B-XXXXX-XXXXX), and Receivable Amount.
By clicking on a Receivable vertical ellipsis, the following options are available:
Mark As Paid: This option is for marking the Receivable as Paid
Cancel Receivable: This option is used to mark the Receivable as canceled.
Download Receivable: This option is for downloading the Receivable
You can also select several Receivables and bulk mark them as Paid or Cancel:
Ready to Invoice Tab
This tab will show all the delivered Projects that are ready to invoice. Once you create the Invoice for a specific project, it will go straight to the Receivables tab.
Search Field and Filter: Where you can search for the Agency Receivables that are Ready to Invoice, you can filter by Name, Organization, Organizational Unit, Project Manager, Contact Person, Reference, Purchase Order, Creation Date (start and end), Due Date (start and end), and Tags
Project: Project’s Name and ID (in the format B-XXXXX-XXXXX)
Contact: The Organizational Unit and the Project’s requester and contact person
Purchase Order: A reference field for the order or invoice code. This can include internal or client-provided identifiers in various formats to help track and match the billing process.
Source: The Source Language of the Project
Target: The Target(s) Languages of the Project
Creation Date: When the Project was created
Due Date: The Due Date of the Project
Delivery Date: When the Project was delivered
Amount: The total invoice’s amount in the corresponding currency
Status: Delivered.
By Selecting a Project, you can (1) Create a Receivable and (2) Export to XLS:
When you click on Create Receivable, the following window will open:
Project(s) Amount: You may select more than one Project to create a Receivable. Note that they must belong to the same Organization Unit
Organization Unit: The Organization Unit to which the Project(s) belong(s).
Contact: The Project(s) requester, the user must have the role “Client”
Memorandum: This field will bring the information from the Memorandum field of the Organizational Unit
First Due Date: The Due Date set to the Receivable be paid
Purchase Order: This is the purchase order information. This field will bring the information from the Project (you can check it from the Costs tab)
Taxes: Taxes to be deducted from the Receivable.
Installments: You can choose to divide the Receivable into more than one installment
Total, Tax Amount and Net Amount: The value for Total, Tax Amount and Net Amount
Use User's Account Info: Allows you to create the Receivable using the logged-in user's account details instead of the default account settings. This option is only available for manually created Receivables.
a) Number of Installments: The number of installments you want to divide the Receivable
b) Interval between Installments: The number of days you want to set as an interval for each installment
c) Only invoice first installment: The system will only create an invoice for the first installment
d) Equally distributed amount among installments: When enabled, all installments will have the same value