Payments, expenses and what you are owed

In Quotes, the menu of a quote has Record payment. In Finances, the Record income button opens the same dialog, with or without a quote.

When you collect against a quote you see To collect, Collected and Balance. The amount starts with the outstanding balance, and you have 50% deposit and Full balance as shortcuts.

• Payment method: Cash, Bank transfer, Mercado Pago, Card or Other.
• Date: up to today; you cannot enter a future date.
• Note: optional on a quote and required on a standalone sale.

A standalone sale is income that does not come from a quote, like a craft fair sale or keychains; it is recorded with a description.

In the quote list, a partial payment shows Deposit and a full payment shows Paid.

A payment can be deleted from This month's activity; the quote balance becomes outstanding again.

Owed to you adds up the unpaid balance of the orders the customer already committed to pay: those that are Approved, Completed, Delivered or Shipped. A Pending or Rejected quote does not count.

A quote balance is its total minus the payments already recorded. Cent differences from rounding do not count as debt: a balance of up to half a peso is treated as settled.

The list shows each customer with what was collected, the total and the balance, from largest to smallest.

When a channel collects a sale (for example, Mercado Libre), what enters the workshop is not what the buyer pays: the channel keeps the commission, the installments, the taxes and the rest.

That is why the debt is calculated against what should enter the workshop, not against the total the buyer sees. The payment dialog shows who deposits to you and, separately, what the buyer paid.

If the channel deposits, the natural choice is to record the payment as Mercado Pago. A sale collected by the channel is not accepted through the link: it closes on the channel. See Selling on Mercado Libre and with shipping.

In the Owed to you list, channel-collected sales say that the channel deposits it and do not offer a reminder.

The Record expense button loads what went out: category, description, amount and date. The categories are Filament, Supplies, Electricity, Maintenance and parts, Shipping, Advertising, Rent, Software and subscriptions, and Other.

If the expense is Filament and you pick the spool, it also adds the grams bought to stock and updates the cost per kilo with a weighted average: between what was already there (at its cost) and what was bought (at what you paid). Before saving you see how the cost per kilo ends up.

Deleting a filament purchase removes from stock what it had added; the cost per kilo cannot be undone exactly and stays as it is.

The month expenses show up in Where the money went, by category.

Finances works by calendar month in Argentina time. The arrows on top change the month and you cannot go into the future.

• Collected: the money that came in this month, from payments.
• Spent: the month expenses.
• Profit: collected minus spent.
• Owed to you: everything pending collection, whatever the month.

Below are Last 6 months, with what was collected and spent each month, and This month's activity, with payments and expenses from newest to oldest.

The Finances section is available from the Workshop plan. Recording payments, on the other hand, is on every plan.

In the Owed to you list, each order has a Remind on WhatsApp button with a ready-made message: customer, workshop, order number and title, and balance. If the quote was already shared, the message includes the link.

Channel-collected sales do not show a reminder because the customer already paid on the channel.