Finance

XBuddy Finance manages your entire revenue and expense cycle. From customer invoices to supplier bills, expense claims to purchase orders — with multi-currency support, approval workflows, and real-time cash flow visibility.

Finance is built for businesses that need control without complexity. Your accounting team can process invoices, track payments, and approve expense claims from one place. Everything connects: a sales order from the Sales module becomes a draft invoice in Finance automatically. A paid invoice posts a journal entry to Accounting with no manual intervention.

For businesses operating in Vietnam, XBuddy Finance includes VAT calculation, Vietnamese invoice number sequencing, and reporting that meets local compliance requirements out of the box.

Key Features

• Customer invoice creation with branded PDF templates
• Supplier bill management and payment scheduling
• Expense claim submission and multi-level approval workflow
• Purchase order management with goods receiving workflow
• Multi-currency support with automatic exchange rate fetching
• Payment tracking: bank transfers, MoMo, VNPay, and Stripe
• Late payment reminders and automated follow-up sequences
• Cash flow forecast dashboard
• VAT and tax calculation with Vietnam-compliant reporting
• Integration with Accounting for automatic journal entries

Getting Started

1. Configure your company bank accounts and payment methods
2. Set up your invoice template with company branding and logo
3. Create your first customer invoice and record a payment against it
4. Submit an expense claim to test the multi-level approval workflow
5. Run the cash flow report to see your financial position at a glance

Vietnam Compliance (VAS)

XBuddy Finance is built to meet the requirements of Vietnamese enterprises operating under Circular 200/2014/TT-BTC (Thông tư 200/2014):

For full details on the chart of accounts and financial statement forms, see the Accounting module documentation.

Common Use Cases

• High-volume invoicing: An accountant processing over 100 invoices per month uses bulk actions, payment reminders, and auto-matching to cut processing time significantly.
• Remote expense approval: A manager approves expense claims submitted by field staff directly from their mobile device, with all receipts attached as photos.
• Cash flow monitoring: A CFO checks the real-time cash flow dashboard each morning to see overdue receivables, upcoming bills, and the projected 30-day cash position.

Workflows & Processes

Invoice-to-Payment Cycle

1. Create invoice — Auto-populated from Sales module confirmed order (Sales Order → Draft Invoice)
2. Review & customize — Add line items, adjust prices, set payment terms (COD, Net 30, Net 60)
3. Send & track — Email customer; system tracks “viewed” and “opened” timestamps
4. Payment received — Record bank deposit or payment gateway notification; status → Paid
5. Reconcile — Match invoice to bank statement line; generate reconciliation report
6. Close & archive — Payment complete; invoice locked for audit trail

Expense Approval Workflow

1. Employee submits expense claim — Uploads receipts (photos) with description and category
2. Manager reviews — Approves/rejects within 24 hours; can add comments
3. Finance audit — Finance Controller spot-checks 10% of claims for compliance
4. Payment batch — Approved claims grouped for bank transfer export on specific days
5. Settlement notification — Employee receives SMS/email confirming payment deposit

Integration Points

• Sales Module — Confirmed sales orders auto-generate draft invoices; payment status flows back to Sales for revenue recognition
• Accounting Module — Every invoice paid posts corresponding journal entries (debit Bank, credit Revenue/AR)
• Inventory Module — Goods sent triggers invoice; backorder status prevents premature invoicing
• Payroll Module — Expense claim amounts deduct from employee’s salary or paid separately
• Bank Accounts — Payment matching links Finance records to bank statement transactions
• CRM Module — Customer credit limits and payment history visible during invoice creation

Timesheets

Finance integrates with the Time Tracking module for billable time management:

• Log time from Time Tracking → entries can be marked as billable against a client project
• Review timesheets in Finance → Timesheets: filter by employee, client, project, period
• Bill from timesheets: select approved time entries and convert to invoice line items in one click
• Approval flow: managers review and approve timesheets before they become billable
• Bill status flow: Submitted → Approved → Billed (status updates sync between Time Tracking and Finance)

Timesheet billing is especially relevant for professional services, consulting, and legal firms billing on an hourly basis.

Bills Status Flow

Supplier bills follow this status progression:

Draft → Submitted → Approved → Scheduled → Paid
              ↕
           Rejected (returned to draft)

• Submitted: Bill entered and sent for approval
• Approved: Approved by Finance Manager; ready to schedule payment
• Scheduled: Payment date set; in upcoming payment batch
• Paid: Payment confirmed; journal entry posted to Accounting

AI Agents

Finance integrates 14 AI Agents that automate receivables monitoring, cash flow forecasting, and compliance checks:

To enable or configure agents, go to Automation → AI Agents → Finance.

FAQ

Q: Can I issue a credit memo (negative invoice)?
A: Yes. Create a new invoice with a negative amount or use the “Create Credit” button on a paid invoice. Credit memos reverse revenue and AR.

Q: What happens if a customer disputes a payment amount?
A: Mark the invoice as “Payment Disputed” (status). Email records are preserved for audit. Finance can issue a partial refund or credit memo without deleting the original invoice.

Q: Can I partially invoice a sales order (milestone billing)?
A: Yes. Create multiple invoices from the same Sales Order, each tied to a project milestone or delivery phase. System tracks total invoiced vs total order value.

Q: Are multi-currency invoices supported?
A: Yes. Select the invoice currency (default: company currency). Exchange rates auto-fetch from a live feed. The accounting entry posts at the invoice date’s rate.