Finance
The Finance module manages invoicing, payments, and cost tracking. It integrates with sales for invoice generation and with manufacturing for cost of goods sold (COGS) calculation.
Key features
- Invoice generation from fulfilled sales orders
- Payment recording and allocation
- Automatic invoice status updates
- Cost tracking by category and cost center
- VAT calculation and management
- Accounts receivable tracking
- Integration with the sales order lifecycle
Invoices
Invoices are formal requests for payment, generated from fulfilled sales orders and tracked through to closure.
| Invoice number | Auto-generated unique identifier |
| Customer | Who is being billed |
| Sales order | Source order for the invoice |
| Line items | Products, quantities, prices |
| Subtotal | Sum of line items |
| VAT | Tax (default 15%, configurable) |
| Total | Subtotal + VAT |
| Due date | When payment is expected |
| Payment terms | IMMEDIATE, NET_7, NET_15, NET_30, NET_60, END_OF_MONTH |
Invoice creation
Select a fulfilled sales order
The system copies order lines to the invoice
VAT is calculated (15% by default)
The due date is set based on payment terms
The invoice is created in DRAFT status
Review and issue the invoice when ready
Issuing is a separate step from creation on purpose — the draft phase catches mistakes, allows manager approval, and ensures every detail is correct before the invoice reaches the customer.
Payments
| Invoice | Which invoice this payment is for |
| Method | BANK, CASH, or CREDIT_NOTE |
| Amount | How much was paid |
| Reference | Bank transfer number, receipt number, etc. |
| Date | When the payment was received |
| Allocation | Automatically linked to the invoice |
| Link | The payment is linked to a specific invoice |
| Paid total | Invoice paid total increases by the payment amount |
| Balance | Remaining balance decreases |
| Fully paid | If paid total ≥ total, status changes to PAID |
| Partially paid | If paid total < total, status changes to PARTIALLY_PAID |
| Overpayment | Prevented — you cannot pay more than owed |
Invoice INV-001: total $100 Payment 1 (BANK): $60 → status: PARTIALLY_PAID, remaining $40 Payment 2 (CASH): $40 → status: PAID, remaining $0
Costs
| RAW_MATERIAL | Raw material purchases |
| ELECTRICITY | Utility costs |
| WATER | Water and sewer costs |
| LABOR | Employee wages and salaries |
| PACKAGING | Packaging materials |
| FUEL | Fuel and transportation |
| MAINTENANCE | Equipment maintenance |
| DEPRECIATION | Asset depreciation |
Cost centers group costs by department or project — Production, Warehouse, Quality, Administration, Sales — for accurate financial analysis and true COGS calculation.
VAT management
Subtotal: $1,000 VAT rate: 15% (configurable per organization) VAT amount: $150 (subtotal × VAT rate) Total: $1,150 (subtotal + VAT amount)
Order-to-cash flow
Create sales order
Status DRAFT.
Confirm the order
Status CONFIRMED — stock can be reserved.
Fulfill the order
Status FULFILLED.
Generate the invoice
Created in DRAFT from the order lines.
Issue the invoice
Status ISSUED — due date tracking begins.
Record the payment
Allocation updates the balance.
Invoice closes
Status changes to PAID.
Accounts receivable
| Total outstanding | Sum of all unpaid invoices |
| Overdue amount | Invoices past their due date |
| Days sales outstanding | Average collection time |
| Payment aging | Buckets by overdue days (0-30, 31-60, 61-90, 90+) |
Financial reports
| Sales summary | Revenue by period, customer, product |
| Accounts receivable | Outstanding and overdue invoices |
| Cost analysis | Costs by category and cost center |
| Profit & loss | Revenue minus costs |
| VAT report | VAT collected and payable |
Reports can be generated with Rona AI or manual queries, and exported as PDF, Excel, or JSON.
Best practices
- Issue invoices promptly after order fulfillment
- Follow up on overdue invoices regularly
- Reconcile payments with bank statements
- Review cost reports monthly
- Maintain accurate cost center assignments
- Keep VAT rates updated per regulations
- Use payment terms that match your cash flow needs
Explore workforce
Employees, attendance, shifts, departments, and positions — with kiosk mode for check-in.