Invoices, expenses & approvals

Set the invoice issuer

Open Finance - Settings as an administrator. Save business name, email, address, tax reference, payment instructions and invoice prefix. Prefix is 1-12 uppercase letters, digits or hyphens, default INV. Issued invoices keep a snapshot of the issuer used at issue, so later settings do not rewrite old documents.

Draft and issue an invoice

In Invoices, create a draft with title, customer name/email, billing address, optional contact/deal, enabled currency, invoice date, due date and 1-100 line items. Each line has description, positive quantity, unit price, optional line discount amount and tax rate. Due date cannot precede issue date. Quantities allow three decimals; currency amounts use currency precision; tax percentage permits two decimals.

Save and review the draft. Issue assigns a unique number by prefix/year/sequence and freezes the document details. A positive total is required. Download the PDF and deliver it through your own process. Issuing does not email the invoice. An administrator can void an unpaid Draft/Issued invoice with a reason; paid or partially paid invoices cannot be voided here.

Record received payments

After receiving money externally, enter a unique payment reference, amount, received date and method. Dates cannot be future dates; amount cannot exceed the balance. Separate partial receipts move the invoice through Issued, Partially paid and Paid. Payment entries cannot be edited or deleted through the current API. Check the reference and amount before saving.

Finance Overview shows outstanding, collected, overdue and paid expense totals per currency. Overdue uses the workspace timezone. There is no bank feed, automatic reconciliation, customer payment checkout, credit-note/refund workflow or automatic invoice delivery in this release. Dodo bills your DryKraft subscription separately.

Submit, approve and pay an expense

Create a Draft with title, vendor, date, currency, positive total amount, category, included tax, notes and optional receipt URL/deal. Included tax cannot exceed total. The receipt is a web reference, not an upload. Submit when ready for review. An owner/admin approves or rejects; rejection requires a reason. Reopen a Rejected expense to Draft to revise it.

Only an administrator can record payment for an Approved expense, for its exact full amount and actual paid date/reference. That changes it to Paid without initiating a transfer. Approvals shows submitted work. Use Finance workflows to create drafts/tasks from won deals, submissions or paid invoices; each template starts unpublished and needs review.