Invoices and accounts receivable

NeoKivo tracks the invoices you issue so the money side of a deal stays next to the deal. Open Finance → Invoices to see every invoice in the workspace, grouped by state. An invoice is built from line items, can carry tax, and can be billed to a company, a contact, or a talent. It can also be linked to a deal. Payments are recorded against the invoice one at a time, so a part-paid invoice always shows what is still owed.

The lifecycle

An invoice starts as a draft, becomes sent when you mark it as sent, and can be voided. The state you see on the list is worked out from that and from the payments recorded:

Creating and editing invoices

1. 1Open Finance → Invoices and click New invoice. You can also start one from a deal (the Money tab) or from a talent page. The invoice then opens pre-filled with that deal or talent.
2. 2Choose who it is billed to: a company, a contact, or a talent.
3. 3Add line items with a description, a quantity, and a unit amount. Pick a tax rate on a line if it needs one, or leave it as No tax. The preview beside the form updates as you type.
4. 4Set the issue date, the due date, and the currency. Leave the number empty to have NeoKivo assign the next one when you send.
5. 5Save the draft. Open it later from the list and click Edit to change it.

Totals are always worked out from the lines: a subtotal, the tax per rate, and the total. A line can be negative, for a discount or a credit. If a line uses a tax rate that has since been archived, or one that no longer matches a rate in Settings, the editor warns you and asks you to pick a current rate before you change the lines.

Marking an invoice as sent

When the invoice is ready, open it and click Mark as sent. It needs someone to bill and a total above zero. NeoKivo then gives it the next number, fills the issue date with today if you left it empty, and sets the due date from your default payment terms. The number cannot be changed after that, and the invoice now counts as outstanding until it is paid.

Recording payments

On a sent invoice, click Record payment. The amount starts at the balance due. Use the Full balance or Half buttons, or type any amount. Pick the date received and the method (bank transfer, card, check, cash, or other), and add a reference or note if you want one. The amount must be a positive number and cannot be more than what is still due. NeoKivo tells you how much is left, or that the invoice is paid in full.

Every payment is listed on the invoice. If one was entered wrongly, delete it after confirming and record it again. Deleting a payment on a paid invoice is also how you unlock it for changes. An invoice with payments cannot be voided, and its currency cannot be changed.

The Money tab on a deal

Each deal has a Money tab that follows the money in three steps: Billed (sent invoices), Collected (payments received), and Kept (what stays with the agency, which depends on whether the talent is on a pass-through or a commission model). All of it is in the deal currency, and invoices in any other currency are left out with a note naming them. The tab lists the deal invoices, lets you create the next one, and shows a count of what is still owed. It is hidden from people who cannot see the deal financials.

The AR aging view

The Invoices page includes an aging summary of everything outstanding, meaning sent invoices with a balance. Drafts, paid invoices and void invoices are excluded. Each one lands in a bucket by how far past its due date it is, and a part-paid invoice counts only for its balance:

• Current: not yet past the due date.
• 1–30 days overdue.
• 31–60 days overdue.
• 61–90 days overdue.
• 90+ days overdue.

The Finance row in the sidebar shows a badge with the number of overdue invoices. The Reports tab carries an accounts receivable card with Outstanding, the total still owed on sent invoices, and Overdue, the part of that already past its due date.

Settings → Finance

Settings → Finance holds what invoices share. Set the number prefix and the next number, the default payment terms in days, and the agency name and address printed on invoices. Add the tax rates your lines can use. You can rename, archive and restore a rate, and an archived rate stays on invoices that already use it. You can also keep payment details per currency, which are shown on invoices in that currency.

Who can see and edit invoices

Viewing invoices requires the finance view permission. Creating, editing, sending, voiding, deleting and recording payments requires finance edit as well. Buttons you cannot use are hidden. If an invoice is linked to a deal you cannot access, you still see the invoice, but the deal link is hidden. See the Access control section for how roles and financial visibility work.