Accounts and payments
Cash desks, bank accounts, POS terminals and acquiring. Payments are allocated to invoices, orders or freight, and the append-only ledger keeps corrections as new entries.
Finance
Know where the money is — and where it goes
OrgLines Finance answers three questions an owner asks every week: where the money is, whether it will be enough on a given date, and what we had planned. Forecasts, budgets, recurring payments, purchase requests and payroll are built from your orders and invoices, and every figure shows where it came from.
Who it is for
- Owners who want a weekly cash picture, not a year-end surprise
- Finance managers who plan in budgets and forecasts
- Companies with rent, leases and many recurring contracts
- Teams where purchases need an approval before money is spent
- Groups of companies working in several currencies
This is management finance, not statutory bookkeeping. Cash desks, bank accounts and POS terminals, payments and an append-only ledger form the base. On top of that the module adds financial periods, a reporting currency, income and expense categories, budgets, a forecast, cash flow for the coming weeks, break-even, what-if scenarios, recurring obligations, purchase requests with approval chains and payroll calculation. Your accountant can keep statutory accounting where it is.
The module is designed to be honest about what it does not know. When an exchange rate is missing, the dashboard shows a dash instead of a made-up total. Movements the ERP did not classify appear as a separate 'uncategorised' line rather than disappearing from the total. Transfers between your own accounts are excluded from profit and loss, because the money did not leave the company. When an opening balance is unknown, the chart says so.
History is protected throughout. An approved budget is frozen, and a change creates a new version. Forecasts are frozen snapshots you can compare. Exchange rates are never overwritten: a new rate starts from a date, so the July report is still calculated at the July rate. Payroll rules and approval policies are versioned from a date, so a new rate never silently rewrites what someone has already been paid or signed.
Setting up and running finance
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01
Create the financial year
One action creates 12 months, 4 quarters and the year. Budget, forecast and P&L are calculated per period, so this comes first.
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02
Choose a reporting currency and add rates
All combined totals are shown in the reporting currency. Enter rates by hand with up to 8 decimals or import official daily rates for a date range.
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03
Define categories and dimensions
List your income and expense categories and mark each expense as fixed, variable or mixed. Add dimensions such as business line, department or project to split amounts.
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04
Approve a budget
Build the budget as a draft with lines per category, then approve it. The approved version is frozen and becomes the plan you compare against.
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05
Add recurring payments and approval rules
Describe rent, subscriptions and contracts once; the schedule appears in the forecast. Set who approves purchase requests and from which amount.
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06
Review every week
Check the cash flow for the next eight weeks, overdue documents on both sides, forecast versus budget, and run a scenario before a big decision.
What you can do
Cash flow for the next eight weeks
Shows whether there will be enough money at specific moments. Weeks where the balance goes negative are highlighted: a company can be profitable while customers pay later than it has to pay.
Budget with frozen versions
A budget is drafted, approved and frozen. Changes create a new version, so the answer to 'but we planned differently' is always there.
Forecast snapshots
Each forecast is a frozen picture at the moment of calculation, split into stages such as Planned and Committed. Compare two snapshots to see what actually moved.
Break-even point
How much you need to earn to cover everything. Fixed costs must be covered regardless of turnover, variable costs grow with it; the classification can be overridden on any line.
What-if scenarios
Sales drop by 20 percent, you hire four managers, rent goes up. A scenario is an overlay on the forecast and never touches real invoices, payments or budgets.
Recurring obligations
Rent, subscriptions and contracts described by one rule. The server builds the schedule, and every future charge appears in cash flow and in the forecast as Planned.
Purchase requests with approval chains
A decision to spend is recorded before the money leaves. Approved requests enter the forecast as Planned and become a purchase order in the ERP.
Payroll calculation
Pay rules made of typed components, not free formulas, so every payslip line reads like '29,000 € × 3% = 870 €'. Approved periods become read-only.
P&L and ageing reports
Profit and loss per period and an overview of overdue documents on both sides: what you owe and what you are owed. Exports contain exactly the data on screen.
Group consolidation
See the combined ledger and stock of several legal entities without merging their books. Internal transfers between entities are eliminated from group revenue.
Finance through the AI assistant
Ask the assistant or Claude via MCP for the overview, cash flow, break-even, forecast variance, payroll summary or upcoming obligations, or to compare scenarios.
Budget, forecast and actual: three different numbers
The budget is the company's answer to 'how did we plan'. The forecast is where the company is heading under current conditions. Actual is what already happened. OrgLines keeps them apart on purpose. In the middle of a month, actual is lower than expected simply because the month is not over, and the screen tells you how many days have passed. That is why the forecast sits between budget and actual.
Each operation sits in exactly one forecast stage. When a purchase request is approved it becomes Planned; when it turns into a purchase order it moves to Committed; the order, invoice and payment then carry it further. The total does not jump when money moves from one stage to a more certain one.
Recurring payments that stay correct
A recurring payment creates expectations, not money movements. Dates are counted from an anchor date, so a charge on the 31st moves to the 28th in February and returns to the 31st in March. An amount can be composed of several parts, for example base rent, utilities and a percentage of turnover. A part known only from the supplier's invoice makes the total a lower bound, and the screen says so.
- Record full or partial payments; for another currency the rate of the payment day is frozen on that payment.
- Mark a charge as paid outside the system, skip it, pause the contract or end it; history stays.
- Link a charge to an existing ERP invoice; for contracts entered retroactively, OrgLines proposes matches and you confirm each one.
- A change of terms creates a new version from a date, so past charges keep the terms they were made under.
- You are warned when two or fewer charges remain, so the forecast does not end unexpectedly.
Spending decisions with a clear trail
A purchase request starts as a draft and enters the forecast only after the last approval. Approval rules name roles, not people, for example 'above 15,000 the owner signs'. Roles turn into specific people when the request is submitted, and the author never approves their own request. A rejection needs a reason, which stays on the request. Enter an amount in the settings to preview who would sign it.
Payroll that can be explained to every employee
Payroll takes each employee's pay terms and shows how the amount was built, line by line. Components can have conditions and thresholds; when a condition is not met, the line stays with a zero and an explanation. People whose input for the period was not measured are skipped and listed separately, because a silent zero would be an underpayment. Pay is confidential: each person sees their own payslip, management sees the whole fund. Accruals go into the forecast, payouts into actual.
FAQ
Questions about Finance
Didn't find an answer? Write to us and we will get back to you.
Ask a questionIs this accounting software?
It is management finance: money, payments, plans and forecasts tied to operations. Statutory accounting can stay in your accounting system or in Business Central.
Where does the forecast get its data?
From your orders and invoices in the ERP, recurring obligations, approved purchase requests and payroll accruals. Once periods exist and one calculation has run, the picture builds itself.
How are several currencies handled?
Totals are shown in your reporting currency using the rate valid on the relevant date. Without a rate, the dashboard, forecast, P&L and break-even show a dash rather than a wrong number. Cash gaps are shown per currency, because money in one currency does not pay an invoice in another.
Can a scenario break our real numbers?
No. A scenario is an overlay on the forecast and never changes invoices, payments, orders or approved budgets. Archived scenarios are kept, so you can see later what you calculated when you decided.
Who can see salaries?
Each employee sees their own payslip; management sees the whole payroll fund.
Can we change a pay rate without rewriting past months?
Yes. A change creates a new version of the rule set from a chosen date. Periods already calculated stay on the old version, and approved periods are read-only.
Who can record or correct payments?
Permissions are separate: recording payments, managing recurring obligations and correcting financial operations. Corrections usually stay with the owner and admins.
Can I export reports?
Yes. The export is built from the same data as the screen, so the file and the page never disagree.
Works together with
All modules share the same data, so they complete each other.
ERP & warehouse
OrgLines ERP covers products, warehouses, batches, sales and purchase orders, reservations, shipments, invoices with your own PDF layouts, POS and Microsoft Business Central integration.
Logistics
OrgLines logistics: freight orders with statuses and milestones, trips, vehicles, trailers and drivers, carriers and freight rates, trip documents, weight records and a logistics bot.
AI assistant
The OrgLines AI assistant works across CRM, mail, warehouse, finance and HR, remembers context, answers from your documents and asks for confirmation before changing data.
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