ClientOS keeps your books next to your work. You log what the business pays out, and the profit and loss, revenue calendar and reports are built from your real invoices, payments, orders and expenses. Each client also gets a monthly report of the work you did for them, which never shows your costs. This page covers all of it.

Where things live#

All of these sit under Books in the admin sidebar.

Screen	Menu path	Route	Permission
Expenses	Books → Expenses	/expenses	See expenses
Reports overview	Books → Reports → Overview	/reports	Reports
Team report	Books → Reports → Team	/reports/team	Reports
Profit and loss	Books → Reports → Profit & loss	/finance	Costs and margin
Revenue calendar	Books → Reports → Revenue calendar	/finance/calendar	Costs and margin
Client monthly reports	Portal → /reports		Clients with Collaborate on orders

Someone with only Costs and margin still reaches Reports; the overview sends them on to Profit & loss.

One rule: every figure is per currency#

ClientOS never converts between currencies. If you bill in USD and EUR, you have two statements, and screens with more than one currency show a Currency switcher. Expense totals, the profit and loss, account credit and CSV exports are all kept per currency. Converting would bake an exchange rate into a figure you'd read as fact.

Months follow your own calendar: the timezone set under Settings → Company.

Expenses#

Expenses are everything the business pays out, split into two kinds:

Kind	Shown as	What goes here	Effect on profit
Cost of delivery	Delivery	Contractors, materials and fees spent to deliver client work.	Comes off revenue to give gross profit.
Running costs	Running	Software, rent, salaries and other costs of running the business.	Comes off after gross profit.

The expenses screen#

The header shows This month, Monthly burn (a three-month average) and fixed costs. You can pick a Month or All time, filter by Kind (All, Delivery, Running) and search by supplier, note or order. Panels below show Where it went (spend by category), Recurring schedules and your Categories.

Log an expense#

1. Go to Books → Expenses and click Log expense.
2. Enter the Amount and pick its currency (the currency it was actually paid in).
3. Enter Paid to, the supplier or person.
4. Set the Date.
5. Leave Repeats on One time, or choose Weekly, Monthly, Quarterly or Yearly to make it recurring (see below).
6. Choose a Category.
7. Optionally click Link to an order to tie the cost to one order, and Add a note.
8. Save.

Any expense linked to an order counts as cost of delivery, whatever its category, and shows on that order's cost and margin.

Receipts#

Open an expense from the list to reach its own page, then drop the invoice or receipt into Receipts. Receipts are private to your team and stored in your storage bucket. Deleting an expense removes its receipts too.

Recurring expenses#

For rent, subscriptions and retainers, set up a schedule once and ClientOS logs each expense on its date.

1. Log an expense and choose a Repeats option, or edit an entry in the Recurring panel.
2. Set Every (a number from 1 to 52) and the Period (Weeks, Months, Quarters or Years), and the Next one on date.
3. Keep Active — log it on each date switched on.

In the Recurring panel, each schedule's menu has Edit, Pause or Resume, and a delete option. Expenses created by a schedule are marked "By a recurring schedule". When a monthly date falls on a day a shorter month doesn't have, it lands on that month's last day.

Categories#

New installs start with these categories. Rename, re-icon or delete them, and add your own with the kind each one counts as.

Category	Kind
Contractors	Cost of delivery
Direct costs	Cost of delivery
Payment processing fees	Cost of delivery
Software & subscriptions	Running costs
Advertising & marketing	Running costs
Salaries & wages	Running costs
Office & equipment	Running costs
Professional services	Running costs
Travel	Running costs
Other	Running costs

Profit and loss#

Books → Reports → Profit & loss answers what was earned, what arrived, what delivering it cost, and what's left.

Pick a Period: This month, Last month, Last 3 months (the default), Last 6 months, Last 12 months, This year or Last year.

The headline figures#

Figure	What it means
Revenue	Invoices issued in the period (sent or paid, never drafts or voids), net of tax, less credit notes.
Collected	Money that actually arrived, less refunds. Spending account credit isn't counted, because it isn't new money.
Gross profit	Revenue less cost of delivery, with its margin.
Net profit	Gross profit less running costs, with the net margin.

The statement#

The Profit & loss table breaks it down month by month with a total column:

Line	What it is
Invoiced	Issued invoices, net of tax.
Credit notes	Credit notes issued, taken off.
Revenue	Invoiced less credit notes.
Item costs	Costs recorded against individual order items.
Delivery expenses	Expenses in a cost-of-delivery category, plus any expense linked to an order.
Gross profit	Revenue less item costs and delivery expenses.
Operating expenses	Every other expense.
Net profit	Gross profit less operating expenses.

A margin shows as a dash when there's no revenue, rather than a zero that reads as "made nothing". Month by month (collapsed by default) lists each month's revenue, collected, COGS, gross, OpEx, net and net margin.

Where things stand today#

These figures are "as of now", whatever period you picked:

Figure	What it means
Owed to you	What's left to pay on sent invoices, with the overdue part called out.
Deferred revenue	Money collected for orders not yet delivered. It's a liability indicator, what you'd owe back if none of it shipped, shown beside the statement rather than subtracted from revenue.
Monthly recurring	Active and past-due subscriptions, each counted as a month of its plan.
Average monthly spend	Your expenses over the period, per month.

Below, Spend by category splits expenses by category, and Margin by service shows each service's revenue from orders placed in the period against its costs.

Revenue calendar#

Books → Reports → Revenue calendar shows what came in, day by day, on your own calendar.

• Choose a View (for example a month), step back and forward, and pick a Currency.
• Show Amount to see payments received, or Orders to see orders placed.
• With Amount, the tiles show Collected, Payments (with refunds), Daily average and Best day.
• With Orders, they show Orders, Order value, Daily average and Best day. Cancelled orders are left out.

Reports#

Books → Reports → Overview covers throughput, on-time delivery and revenue over a Range (the same presets as the profit and loss).

• Tiles: Orders placed, Orders delivered, On time and Revenue in your workspace currency.
• By month: placed, delivered, on time and revenue for each month.
• By client: the same figures per client, ranked by revenue.

On time counts only work with a due date: the share delivered within its promised time. Time spent waiting on the client doesn't count against you. Revenue here is issued invoices net of tax and credits; another currency is listed beside it, never added in.

People with Costs and margin also see a Margin column. Everyone else sees no cost data at all; it isn't even read for them.

Click Email me this report to send the current period's report to yourself only, by email and in your notifications.

Team report#

Books → Reports → Team shows who holds the work, how it's going and what's late, person by person:

• Tiles: Team, Open orders (with how many are past due), Delivered and On time.
• By person: Open, Late, Placed, Delivered, On time, Value (with See prices), Rating, Tasks done, and with Helpdesk on, Replies, Tickets closed and Tickets open.
• A warning lists open orders with no owner, with a link to Assign them.

Monthly client reports#

At the end of each month, ClientOS writes a report for every client company that had orders, deliveries, invoices, credit notes or payments that month. Companies with an empty month get nothing.

• Reports are written automatically, on your calendar, shortly after the month closes.
• Each report is a snapshot. It says what the month looked like then, and doesn't change if an order is edited later.
• People in the company with Collaborate on orders get a Monthly report notification by email and in the bell, unless they or you have switched it off.
• Clients read their reports in the portal at /reports.

What a client report contains:

• Orders placed, Orders delivered, On time and Still in progress at the end of the month.
• Delivered: each order delivered that month and its services.
• Billing this month: invoiced less credit notes, and what was paid, per currency.

A client report never contains cost or margin. Cost data is never read when a client report is written, so it can't leak into one.

In the admin, the Client reports panel on the Reports overview lists every month's reports. If you don't want to wait for the automatic run, click the Write now button for last month (it names the month) to write any missing reports straight away. Only missing reports are written, and no client is ever emailed twice for the same month.

CSV exports#

Export	Where	Contains	Permission
Expenses	Export on the expenses screen, one file per currency	Date, supplier, description, category, kind, order, recurring, receipts, amount, currency	Export the books
Profit and loss	Export on Profit & loss	One row per month per currency: invoiced, credit notes, revenue, collected, item costs, delivery expenses, COGS, gross and net profit, gross and net margin %	Export the books
Reports	Export on the Reports overview	One row per month and per client: orders placed, delivered, on time, with a due date, currency, revenue, and gross margin for people with Costs and margin	Export and send reports

Permissions#

Permission	Allows
See expenses	The expenses screen.
Log an expense / Edit an expense / Delete an expense	Managing expenses, receipts, schedules and categories.
Costs and margin	Profit and loss, revenue calendar, margin columns, order cost and margin.
Export the books	Expense and profit and loss CSVs.
Reports	Reports overview and team report.
Export and send reports	Report CSV, Email me this report and writing client reports now.

All the expense and finance permissions are flagged as sensitive in the role editor. See Team and permissions.

Tips#

• Link contractor costs to the order they were for. Margin by service and each order's margin become accurate.
• Upload receipts as you log expenses, not at year end.
• Use recurring schedules for every fixed cost so Monthly burn stays honest.
• Give account managers Reports without Costs and margin. They see throughput and revenue, never your costs.