Operations features – what they do and how they help your business
This guide describes each operations-related feature in simple language. No technical knowledge required.
Purchase orders
Create, approve, and track POs
- Create purchase orders with items, quantities, prices, and delivery details
- Send POs for approval if your process requires it
- Each PO gets a unique number for easy reference on delivery notes, vendor invoices, and payments
- Link each PO to the vendor so the right person receives the order
- Match vendor invoices to POs and payments for complete traceability
- Track PO status (sent, partial delivery, or closed) to see what is on order, what has arrived, and what is still due
- Link payments to POs or vendor invoices so your payables and bank stay in sync
- Filter and search POs to see what you have committed to buy, which POs are overdue, and which have been fully received and paid
Why it matters
Purchase orders become the central record for buying: what you ordered, from whom, and how it flows through to receipt and payment.
Outward payments and settlements
Pay vendors and keep payables in sync
- Create payments linked to vendors, invoices (or POs), and bank accounts
- Record payment date and amount to update vendor ledger and invoice status
- Run payables reports to see total outstanding by vendor or by due date
- Plan cash flow and prioritise who to pay first
- Group multiple small invoices or affiliate payouts into batch settlements
- Run batch payments together with a clear audit trail
- Link every payment to a vendor and relevant invoices for quick answers to "did we pay this invoice?"
- Use the same data for bank reconciliation
Why it matters
Outward payments and settlements turn "we owe these vendors" into a clear, auditable process so that vendors get paid on time and your books and bank stay aligned.
Orders
Run the order-to-invoice flow
- Record customer orders with line items, quantities, and prices
- Track order status (confirmed, in progress, shipped, or fulfilled)
- Link orders to invoices so you bill only what was ordered
- See which orders have been invoiced and which are still open
- Link shipments to orders so fulfilment and order stay in sync
- Feed orders into reports to see what was sold, what is in the pipeline, and what has been delivered and paid
- Filter and search orders to see what is due for fulfilment, what is overdue, and what is complete
Why it matters
Orders become the link between what the customer asked for and what you delivered and billed.
Invoices and payments
Record sales and receipts
- Create invoices from orders (or from scratch) with correct line items, tax, and payment terms
- Send invoices to customers with each invoice linked to the client
- Optionally link invoices to orders for a full thread from order to invoice
- Record customer payments and link them to invoices so balances and "what's due?" are always up to date
- Use the same data as finance: ledger, P&L, and balance sheet all reflect what you invoiced and received
- Operations (what we delivered and billed) and finance (what we earned and collected) work from one source of truth
- Chase overdue amounts, reconcile with the bank, and close the books at month-end without mismatches
Why it matters
Invoices and payments use the same data as finance, so operations and finance work from one source of truth. When you need to answer "what did we bill this month?" or "what have we collected?" the answer is in the same place operations and finance use every day.
Account transfers
Record money moved between accounts or branches
- Create transfers with from-account, to-account, amount, and date
- Move money between bank accounts or between branch accounts
- System updates both sides so no money is lost or double-counted
- Support cash management by moving funds where they are needed
- Settle between branch locations with clear records
- Every movement is recorded for reconciliation
- Run reports of all transfers in a period for month-end reconciliation
- Show the transfer that caused any balance change for full traceability
Why it matters
Account transfers turn "we moved money" into a traceable transaction so that your accounts and bank stay consistent and you can explain every movement. When someone asks "why did the balance in this account change?" you can show the transfer that caused it.
Bank accounts
Store company bank details in one place
- Add each bank account (current account, savings, or account per branch) with account name, number, sort code, and currency
- Choose which bank account to pay from when creating outward payments
- Tag which account received payments when recording receipts
- Choose from and to accounts from the same list when running transfers
- Avoid typing account details on every transaction and prevent errors
- Show balance and movement per account in reports and reconciliation
- See total balance across accounts and plan where to hold or move funds
Why it matters
Bank accounts become the link between your operations (who we paid, who paid us) and your actual bank balances so that books and bank stay aligned. When you add a new account (for example a new branch account), it is available immediately for payments and transfers.
Shipments
Track delivery and link to orders and invoices
- Create shipments (or delivery notes) with order reference, items, quantities shipped, and optionally carrier and tracking details
- Record what left your warehouse or branch and when
- Link shipments to orders to see which orders have been fulfilled and which are still open
- Link to invoices to support the flow from order to delivery to billing
- Charge customers only after (or when) the goods are sent
- Filter and search shipments to see what went out today, what is in transit, and what is overdue for delivery
- Attach tracking numbers or carrier details so customers can follow their delivery
- Answer "where is my order?" without digging through email
- Report on delivery performance (on-time rate or average lead time)
Why it matters
Shipments become the record of fulfilment so that operations, customer service, and finance all see the same view of what was delivered and when.
Reports
Run financial reports for month-end and audit
- Profit & Loss shows income, expenses, and profit for the period
- Balance sheet shows assets, liabilities, and equity at a point in time
- Trial balance lists every account and its balance to verify debits and credits match
- All three reports use the same transactions you record in operations (invoices, payments, POs, transfers)
- Numbers operations see are the same numbers finance uses for closing the books and for audit
- No need to re-key data or reconcile between systems
- Filter by date range and compare periods to see how the business is trending
Why it matters
These reports turn your day-to-day operations into the official financial view so that month-end and year-end are faster and ops and finance work from one source of truth.
Chart of accounts and account ledger
Verify inventory, payables, and key accounts
- Chart of accounts is the list of accounts you use (sales, cost of goods, inventory, payables, bank)
- Structure accounts so operations and finance share the same codes
- Account ledger shows transaction-level view: every sale, purchase, payment, or adjustment recorded against an account
- Open the ledger for any account to see every transaction that built the balance
- Verify inventory value, payables balance, or bank balance with full history
- Support month-end checks, audits, and answering "where did this number come from?"
- Drill into any balance to see every transaction that built it
Why it matters
Chart of accounts and account ledger become the foundation for verifying that what you think you have (inventory, money owed, money in the bank) matches what the system shows, so operations and finance can trust the numbers. Keeping the chart of accounts and ledger in the same system as your POs, invoices, and payments means there is no gap between what operations did and what the books show.
PO settings
Control approval flow and defaults for purchase orders
- Set who can create, approve, or view POs
- Require approval above a certain value or for certain categories
- Set default terms (payment terms, delivery address, or notes) that appear on every PO unless changed
- Configure how PO numbers are generated (for example PO-2025-001) so they are unique and easy to reference
- New POs are created with the right defaults and the right people are in the loop for approval
- Reduce errors, speed up the buying process, and keep procurement consistent
- Change approvers or thresholds with new rules applying to the next PO
Why it matters
PO settings put your purchase order process in one place so that approval flow and defaults match how your business buys and so operations and finance stay aligned on what was ordered and approved. PO settings ensure that every purchase order follows the same workflow and carries the same standard terms unless you deliberately override them.
Streamline your operations.
From purchase orders to payments, everything in one place.