The money, without a spreadsheet

Proposed, accepted, ordered, billed, collected — and the margin after time and expenses — on every project and across the firm, from the same records the designers work in. Nothing is re-entered, so nothing disagrees.

Month-end: money in, paid to vendors, what was owed at the period’s end, and the QuickBooks files for the period — Month-end on one page: the money in and out, what was owed, the files for your accounts, and the books closed behind you.

Invoices, deposits, retainers, statements

Invoices are raised from specifications or from billable hours. A paid deposit or retainer is money held on the project until Apply deposit moves it onto a standard invoice; the statement of account shows the whole history with a running balance, as a page and a PDF on your letterhead.

Paid online, recorded by itself

With your payment platform connected, every invoice offers a pay-online link, an accepted proposal shows Pay the deposit, and payments record themselves against the invoice.

Vendor bills and both sides of aging

Record vendor bills against purchase orders as they arrive — deposit, progress, balance, credit — and payments as they go out. Aging shows receivables by client and payables by vendor in the usual buckets, with every open item under it.

QuickBooks and Xero, both directions (coming soon)

Invoices, purchase orders and vendor bills go across with one button; payments recorded there come back onto the invoice and the statement every night, or at once. No connection? Every document has a CSV in QuickBooks’ import layout.

Tax that follows the job

Rates by ship-to region and postcode prefix, a per-project rate that wins when set, a taxable checkbox per line, and labor untaxed where labor is untaxed. The sales tax report totals a period by jurisdiction, on the invoice or cash basis.

Home, then the dashboard

Each person’s home page opens on what needs them today — theirs to do first, then what waits on others — with the week ahead beside it; a principal’s adds the money. The dashboard goes further: collected this month, owed and overdue, owed to vendors, deposits held, proposals out by value, margin on active projects — then everything waiting for a decision and everything late, each line linking to where it is dealt with. Profitability puts every project’s margin on one line; commissions work themselves out per manager.

Who sees cost is a permission

Four grants decide who sees cost, markup and the firm’s figures — designers can work all day without ever seeing a margin. The plain-words reading under the grid tells you exactly what a role can see as you change it.

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InDesign, Illustrator and Photoshop are trademarks of Adobe; Revit, AutoCAD and 3ds Max of Autodesk; SketchUp of Trimble; iPhone and iPad of Apple; Blender of the Blender Foundation; Bluebeam of Bluebeam, Inc.; Rhino of Robert McNeel & Associates. Other product names are trademarks of their respective owners. They are named to say which programs PortSpace’s files work with; PortSpace is not affiliated with or endorsed by them.