Finance: getting paid and paying bills

Finance sits under Money & admin in the sidebar. It opens for the workspace owner and for members marked May approve bookings; everyone else does not see the row and uses Receipts and Post instead (see Receipts, expenses and post).

The tabs:

• Today, Cases and Paid — the money customers owe you, from offer to paid.
• Bills to pay — supplier bills, the payment file for your bank, and the statement that marks them paid.
• Receipts — everybody's expenses (described in Receipts, expenses and post).
• Contracts — notice periods for rent, insurance, leasing and subscriptions.
• Cash — the cash outlook for the next weeks.
• Year-end — the folder for your Treuhänder.
• Setup — connect bexio and switch on the reminder and offer routines.

Most tabs read your bexio books each time you open them; nothing polls in the background. Receipts and Contracts also work without bexio. KLARA, CashCtrl and Smallinvoice are not shown here yet; your employees still work with them.

Every offer and invoice in bexio is a case in one step: Offer out, Accepted, Invoiced, Overdue, With you (unpaid after the last reminder), Paid or Declined. Cases shows them as a board; Today shows one card at a time with the customer's other documents beside it.

• A reminder or customer message your employee drafted waits on its card: Approve or Decline right there. It is the same decision as in Approvals, with the same rules.
• An accepted offer offers Create invoice draft: after you confirm customer and amount, bexio copies the offer into a draft invoice. Nothing is issued or sent.
• Not now only moves to the next card; it changes nothing.

Under Setup, Set up reminders and Set up offer follow-ups start the two routines that draft reminders and follow-ups for you. The Reminder ladder sets the minimum days between two reminders and the customers who are never chased. Every reminder still needs your approval.

When an invoice is still unpaid after the last reminder, its card offers Prepare Betreibung. Entumo builds the Betreibungsbegehren data sheet (SchKG Art. 67) from the bexio record, with no AI involved:

1. Creditor — your company as bexio knows it.
2. Debtor — the bexio contact and the Betreibungsort (domicile or registered seat).
3. Claim — the open amount in CHF with 5 % default interest and the day it starts; another currency is converted at the ESTV rate or left open with the reason.
4. Document of claim — the invoice number and date.

The sheet also shows the fee you advance, the calendar if you submit today, and cautions (debtor abroad, commercial register, limitation, part payments). Print it or Copy all fields, then submit it yourself at the Betreibungsamt or online via eSchKG / EasyGov; Entumo files nothing. Afterwards enter the day under Betreibung submitted on: the case leaves Today and its row shows the date.

Bills to pay shows your bexio supplier bills in four lanes: To check (drafts, with any booking step an employee prepared), To pay (overdue, due in 7 days, later), At the bank and Paid.

1. Tick the bills to pay and press Make payment file. Entumo checks the total you confirm and builds a pain.001 file from the bill records (creditor, IBAN, reference).
2. Upload the file in your e-banking and release it there. A bill in a file stays out of every other file, so nothing is paid twice; a file you never uploaded can be withdrawn.
3. Later, Check a bank statement: upload the camt file and Entumo proves each payment by reference and exact amount, then records it in bexio on your click (CHF only).

A bill paid with a free-text message cannot be proven by amount alone; record it by hand. Making files and recording payments is for the owner only.

Cash shows what you have today and what your balance will be in 30, 60 and 90 days, all read from bexio and computed by code:

• Today — your liquid funds (accounts 1000–1099), per account with its last booking day.
• Coming in — open invoices on their due date.
• Supplier bills — open bills on their due date, or on the execution day of the payment file they are in.
• Wages — the average wages booked over the last three full months.

What cannot be dated is shown but not counted: late invoices (with a second figure for if they were paid), other currencies, anything due after 90 days. A figure that could not be read says not available, never CHF 0. A 13th salary or a quarterly social insurance bill is not spread separately. The tab only reads; nothing is booked.

Rent, insurance, leasing, phone and software contracts renew on their own unless your notice reaches the other side in time. Contracts keeps the dates for you.

1. Add a contract: the last day of the current term, the notice period in months, whether it renews or ends, and how early to remind you (14, 30, 60 or 90 days).
2. Entumo shows the last day your notice must arrive. Send it by registered mail a few days earlier.
3. When the time comes: Notice sent, Keep it (no more reminders for this term) or Draft the notice letter, which opens Enti with the brief filled in. Nothing is sent until you press send.

Nothing is guessed: without an end date or a notice period the contract shows as incomplete. With bexio connected, the tab suggests contracts from supplier bills that repeat monthly, quarterly or yearly; Not a contract hides one for good. The reminders appear on Deadlines and in the Today strip on My work.

Every January your Treuhänder asks for the same papers. Year-end turns that request into one checklist you fill over the weeks: bank and credit card statements, cash on hand, open customer invoices, open supplier bills, receipts and expenses, stock, work not yet invoiced, larger purchases, new contracts and loans, and payroll papers.

• Upload files, type a figure, or confirm what Entumo read from bexio and Receipts (read as of today, and the folder says so).
• Mark what does not apply as Not needed, and add a note for your Treuhänder to any item.
• Files are kept in the Finance folder for that year; taking a file off an item never deletes it.

When it is ready, the owner presses Hand over to the Treuhänder: the folder goes to them as a review they sign off or send back. They must be a member of the workspace. From 14 days before your business year ends, a reminder shows on My work.