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Finance and Invoicing — Invoices That Talk to Budgets ​

In most organizations that manage projects, invoices live in one system (cloud accounting software, the external accountant's platform), budgets live in another (spreadsheets), and the reconciliation between actual costs and planned costs is a manual exercise done at the end of the project — when it is too late to act.

With RevasOS, every invoice line can be linked to a project budget line. When you register a supplier invoice, its amount automatically becomes an "Actual cost" in the Financial Report. When you issue a client invoice, the amount becomes "Actual revenue". The result: the engagement margin updates in real time, without manual reconciliation.

This guide is for the Admin, Office Manager, or finance lead who manages the invoicing cycle and interfaces with the external accountant. It walks you through from initial setup to data export, covering the operational flow for purchases and sales.

Important recommendation:

Before making the flow permanent, validate your first export together with your accountant. Every firm has their own preferences for format, grouping, and field order. An initial 15-minute test prevents months of adjustments.

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Invoicing setup

Tax details, VAT, numbering: what to configure before registering the first document.

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Purchase invoices

Register real supplier costs and link them to the project budget.

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Sales invoices

Register client revenue and see it flow into the Financial Report.

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Export for accounting

Formats, filters, and the recommendation to validate the first export together.

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Initial invoicing setup ​

Before registering the first invoice, you need to complete the Invoices app configuration. The goal is to arrive at the first document with the contact directory ready, permissions assigned, and the fiscal structure defined.

Register clients and suppliers ​

The Invoices app uses the Contacts app directory to populate invoice headers. For each client and supplier, verify that the following are present:

  • Company name or full name.
  • VAT number / tax ID.
  • Address.

Without this data, the invoice cannot be filled in correctly.

Assign roles and permissions ​

Access to the Invoices app depends on assigned roles. Collaborators who need to create, view, or export invoices require the appropriate permissions.

The best practice is to assign permissions at the team level: if multiple people in administration need the same access, use a team role rather than configuring each collaborator individually.

Prepare projects with budget lines ​

If you want invoices to feed the Financial Report of your projects, the projects must have an active budget with at least one budget line.

The link between invoice and report happens at the individual invoice line level: each line can be associated with a different budget line, even from different projects. This allows you to split a single supplier invoice across multiple engagements.

Purchase invoices — Registering real costs ​

Purchase invoices represent the costs that suppliers charge to your organization: external consultancies, licenses, supplies, services. Registering them in RevasOS and linking them to projects puts real costs into the Financial Report without manual transcription.

Create a supplier invoice ​

  1. Open the Invoices app in RevasOS.
  2. In the sidebar, under Purchases, select All documents.
  3. Click New invoice.
  4. Fill in the header:
    • Supplier — select from the contacts directory.
    • Invoice number — the supplier's document number.
    • Issue date and Due date.
    • Total amount.
  5. Click Save.

Each invoice can contain multiple lines. Each line represents a single item in the document.

  1. In the newly created invoice, click Add detail.
  2. Fill in: Description, Quantity, Unit price.
  3. In the Budget line field, search for and select the project budget line to associate the cost with.
  4. Click Save.

TIP

Different lines of the same invoice can be linked to different budget lines, even from different projects. Useful when a supplier invoices services for multiple engagements in a single document.

Impact on the Financial Report ​

When an invoice line is linked to a budget line and the invoice is in Issued, Sent, or Settled status:

  • The line amount populates the Actual costs column of the project Financial Report.
  • The data is added to the cost of hours logged in Timesheets.
  • The Financial Report calculates Actual profit (actual revenue − actual costs).

If the invoice is not linked to any project, it remains registered in the system as a fiscal document but does not flow into any project report.

Sales invoices — Registering real revenue ​

Sales invoices are the documents you issue to clients: deposits, milestone fees, project balances, time-and-materials invoices. Linking them to the project budget closes the loop in the Financial Report.

Create a client invoice ​

  1. Open the Invoices app.
  2. Under Sales, select All documents.
  3. Click New invoice.
  4. Fill in:
    • Client — select from the contacts directory.
    • Invoice number.
    • Issue date and Due date.
    • Total amount.
  5. Click Save.

The flow is identical to purchase invoices:

  1. Click Add detail.
  2. Fill in: Description, Quantity, Unit price.
  3. In the Budget line field, select the corresponding project line.
  4. Click Save.

Impact on the Financial Report ​

When the invoice is linked to a budget line and in an operational status:

Lifecycle management ​

Every invoice in RevasOS follows a defined lifecycle. Updating the invoice status lets you track where each document stands and keep the payments dashboard current.

Invoice statuses ​

StatusMeaning
PlannedExpected but not yet issued or received. Does not affect the Financial Report.
IssuedFormally created. Begins to populate the Financial Report (if linked to a project).
SentSent to the client (sales invoices only). Same impact as "Issued".
SettledPayment collected or made. Confirms the financial movement is closed.
CancelledCancelled, with no fiscal value. Removed from report calculations.

The typical progression is: Planned → Issued → Sent → Settled. Not all steps are mandatory — an invoice can go directly from Issued to Settled.

The invoices dashboard ​

In the Invoices app you can monitor the status of all documents:

  • Purchases: all supplier invoices, filterable by status, supplier, period.
  • Sales: all client invoices, filterable by status, client, period.
  • Due dates: documents approaching their due date.

Update statuses regularly to keep the dashboard reliable. A good rhythm is to review invoices once a week.

Export for the accountant ​

At the end of the period, you need to export invoice data for the external accountant or for internal bookkeeping.

How to export ​

  1. Open the Invoices app.
  2. Select the relevant section (Purchases or Sales).
  3. Use filters to narrow by period, client, or supplier.
  4. Click Export and choose the format: CSV, Excel, or JSON.

The export includes for each invoice: number, date, client/supplier, amount, status, and — if present — line-level details with the linked project.

Validate the format with the accountant ​

As with the attendance export sent to the payroll accountant, the first invoice export should be validated together with your accountant:

  • Verify that the fields match what they expect.
  • Establish whether grouping by client, by month, or by project is preferred.
  • If the accountant has a specific template, export in Excel and rearrange the columns accordingly.

After the first month, the process becomes mechanical.

Reconciling expenses and invoices ​

In a project, actual costs come from three different sources:

SourceAppHow it enters the Financial Report
Team hoursTimesheetsAutomatically, from collaborator hourly cost × logged hours
Direct expensesReimbursementsWhen the expense is linked to a budget line
Supplier invoicesInvoicesWhen the invoice line is linked to a budget line

The project Financial Report aggregates all three sources in the Actual costs column. This means the margin you see in the report includes everything: team time, travel expenses, and external costs invoiced by suppliers.

Verifying consistency ​

Periodically, check that:

  • Every supplier invoice related to a project is actually linked to the correct budget line.
  • Approved travel expenses are allocated to the right engagement.
  • Issued sales invoices correspond to the payment milestones agreed with the client.

If the Financial Report shows an unexpected margin (positive or negative), the first thing to check is whether there are invoices or expenses that are not linked.

Monthly checklist for the Admin ​

Quick reference ​

Key concepts ​

Roles and permissions ​