FinBot: bills, sales and the bank, week to week
Published and maintained by Adtro Media
Sales from your storefront post themselves every day. The rest of the books is four jobs, each in its own workspace in Assistants > FinBot > Books.
Bills and receipts you received (Documents):
- Add finance documents > say what you are uploading (a supplier invoice, a receipt, a sales invoice you issued, a bank statement…) and how GST is shown, then drop the files in. Documents emailed or WhatsApped to your intake address arrive here too.
- Anything FinBot needs you to look at goes under Needs your eye. Press Review & fix: check the supplier, date and total against the file, correct the lines under Itemised items if needed, then Accept it.
- Ready for the books lists every bill waiting to post. Check the category and press Add to P&L — or tick several and post them together. Open Details to mark a bill Already paid, Split across categories, or tick "Always code this supplier this way".
- Posted bills are under Recently posted, with Recode and More actions (Reverse & reprocess, Reverse & archive, "It isn't a bill — change its type").
A bill with no file — a price read over the phone — is Money outgoing > Add a bill.
Paying suppliers (Money outgoing > Bills to pay): every bill you still owe, soonest due first, with what is overdue. When you pay one by PayNow, GIRO, cash or cheque, press Pay on that bill. Paying from the bill is what takes it off what you owe that supplier.
Supplier credit notes: upload them in Documents like a bill; FinBot marks them as credit notes and you press Record as a credit note. They then wait under Money outgoing > Supplier credits until you Apply them against a bill.
Debit notes (an extra charge on an invoice already issued): Issue a debit note in Money incoming charges a customer more against one of your invoices — it prints as a TAX DEBIT NOTE and shows as owed to you, due on the invoice's terms. Issue a debit note beside Add a bill does the same towards a supplier.
Money owed to you (Money incoming):
- Raise an invoice for work outside the storefront (catering, wholesale). It is issued as you press Raise — there is no draft.
- Record payment on the invoice when the customer pays; part payments are fine.
- A mistake or a discount afterwards is Issue a credit note, then Apply it against the invoice under Customer credits so the invoice shows what is really still owed.
- An invoice you issued somewhere else can be uploaded in Documents as a sales invoice and posted with Post as a sale.
The bank (Bank):
- Import statement — CSV, Excel or PDF. FinBot checks the running balance before anything is imported.
- Find matches, then Confirm each proposal under Waiting for you to agree. A payment you already recorded (a bill you paid, an invoice payment) shows as "already in your books" — confirming it posts nothing new.
- Whatever is left under Still to be dealt with: Code it to an account (bank fees, a cash purchase), "It was several things — split it", or "This will never match — set it aside" with a reason. Open the grid codes many lines at once.
A match confirmed by mistake is undone under What has been reconciled > Undo this match.
Anything else — money the owner put in or took out, a loan, an accrual, a correction — is a journal: Reports > Ledger > Add journal entry, or ask FinBot in Chat in words ("record a $60,000 capital injection into the DBS account") and confirm the draft it shows you.