A month in finance

This page is the finance routine for a courier on NemiRoute: what to do every day, every week and at month-end, and where. The Finance role can do all of it; settings such as Billing defaults and Tax are set up once by an admin.

Every day (15 minutes)

1. Money in by card. Open Card payments. Card and pre-authorized debit payments from the portal are recorded on their invoices by themselves. Look for Disputed rows and answer them in the Stripe dashboard. See Card payments and Stripe.
2. Cheques and transfers. For each cheque, EFT or Interac e-Transfer that reached your bank, open Payments > Record payment, pick the customer and let Applied to split it oldest first. Use the Method that fits (Cheque, Bank transfer or Other) and type the reference. See Record and reverse payments.
3. COD cash. When drivers hand in cash, open COD cash and click Receive cash on the driver's row. Count it and type the Amount received; a difference needs a reason. See Collect cash on delivery from drivers.
4. Alerts. On the Operations overview, the money tiles in Needs attention (Overdue invoices, COD cash overdue) show what slipped.

Every week

1. Unbilled orders. Open Invoices > Unbilled orders. Customers on Off · bill by hand need you: click Create invoice. Customers on automatic invoicing are picked up by the next run. See Find delivered orders that are not invoiced.
2. Drafts. If your Billing defaults save invoices as drafts, filter the list on drafts, check them and send them (tick several and click Send). A Check the tax before you send this warning means a tax setting is missing.
3. Next run. Open the ⋯ next to New invoice > Preview next invoice run to see who will be invoiced and why others won't.
4. Who owes what. Open Aging report. Call the customers in 31-60 days and later. Send a Statement to customers who ask what they owe. See Aging report and customer statements.
5. Credit holds. Customers over their credit limit may have orders On hold for approval, depending on your Credit limit rule. Tell dispatch once they pay.
6. Payroll (if you pay weekly or every two weeks): see month-end step 4, it works the same each period.

Reminders go out by themselves on the days set in Billing defaults. To nudge one customer now, open the invoice and use ⋯ > Send payment reminder.

Month-end close

Do these in order, early in the new month:

1. Last invoices. Make sure every order delivered last month is invoiced: Unbilled orders should only show this month's orders. Customers on monthly invoicing are invoiced on the day you chose.
2. Fix mistakes the right way. A sent invoice can't be edited. Give money back with a credit note, or Void invoice and invoice again. A wrong payment is reversed, not deleted.
3. Statements. If Monthly statement is on, each customer gets a PDF statement on the day you set (day 1 covers the previous month).
4. Payroll. In Payroll, open the period, add any Adjustment, then Close period, Generate statements, review them (Mark reviewed), sort out disputes and Approve period. Pay through your bank or payroll provider, then Mark as paid. See Pay periods and statements.
5. COD. In COD cash, nothing should still be with a driver from last month. Resolve shortfalls and disputes.
6. Tax. Open Reports > Tax for last month: Tax collected by jurisdiction keeps GST/HST, QST and each PST apart, ready for your returns. Credit notes lower it automatically. See Reports and exports.
7. Export to your books. On Invoices, open ⋯ > Export for QuickBooks / Xero. Export Invoices, Payments and Credit notes for last month, one after the other, and import each file. See Export to QuickBooks, Xero or a spreadsheet.
8. Check the numbers. In Reports, Revenue shows invoiced revenue and Receivables what is still open. Compare with your accounting software.
9. Your own subscription. The NemiRoute invoice is on Subscription (admins).

Once a quarter or year

• Review credit limits and payment terms on the customers' Billing pages.
• Check pay plans for rate changes (minimum wage, fuel) in Pay plans. New versions apply from their date. See Set up driver pay plans.
• If invoice numbering restarts every year (Start again at 1 every year), nothing to do: the year is added for you.