Finance and payouts
On this page
The Finance module on your desk gives you a simple money view of your store without needing an accountant. It has four tabs: Receivables, Payables, Expenses and Reports. The Expenses module on your desk opens the same expense list on its own.
Finance works from the orders, payments, supplier bills and expenses already in Kartlo. You do not post journal entries here. For full double-entry books, see Accounting.
Where your payouts come from#
Kartlo does not hold your money. Payouts to your bank come from whoever took the payment:
| How the shopper paid | Where the money goes | Where you see payouts |
|---|---|---|
| Stripe card payment | Your own Stripe balance | Your Stripe dashboard. Open it with Open my Stripe dashboard in SettingsPayments. |
| Hosted gateway, such as Tap or Ziina | Your gateway merchant account | The gateway's own dashboard |
| Tamara | Your Tamara account | The Tamara partner portal |
| Cash on delivery, bank transfer, pay on pickup | Straight to you, or via your courier | Record each payment on the order |
Finance shows the payments recorded against your orders. It does not show the payout schedule or the processing fees of your card provider; check those in the provider's dashboard.
Receivables#
Receivables lists every order and invoice that is not fully paid, such as cash on delivery orders still waiting for the cash. At the top, an aging strip groups what you are owed by how late it is: Current, 1-30 days, 31-60 days, 61-90 days and 90+ days. Click a group to show only those items, and click it again to clear the filter.
The table shows the Reference, Customer, Issued and Due dates, Total, Paid, Outstanding and Aging. Use Search reference or customer to find an item, and the export buttons to download the list.
Take a payment or raise a credit note#
Click a row to open it. In the panel you can:
- Set a Payment due date, for example when you agree to let a customer pay later.
- Choose Take payment, enter the Amount, Method and a Reference such as a transfer number, then click Record payment.
- Choose Credit note, enter the amount and a Reason, then click Raise and apply credit to reduce what the customer owes, for example for a goodwill gesture or a price fix.
Issued credit notes are listed in the Credit notes card under the table. Click Void on a credit note to cancel it.
Customer statements#
The Owed by customer table totals what each customer owes, split by age. Click a customer to open their Customer statement, which shows their Open items and full Account activity with a running balance.
Payables#
Payables lists what you owe: supplier bills and expenses you marked as payable. It has the same aging strip and an Owed to supplier table, so you can see which suppliers to pay first.
To record a supplier bill:
- In FinancePayables, click New bill.
- Pick the Supplier. Choose Standalone bill, or Against a purchase order to link it to stock you ordered.
- Enter the Supplier invoice reference, the issued and due dates, the subtotal and tax, and any notes.
- Save the bill. It appears in the payables list.
Open a bill to see its lines and payments. Click Record payment when you pay the supplier. A bill with no payments can be cancelled with Void bill.
Expenses#
Expenses are the running costs of your store, such as rent, utilities and packaging. Open them from the Expenses tab in Finance or the Expenses module on your desk.
To record an expense:
- Click Add Expense.
- Enter the Date, Category, Description and Amount.
- Pick a Supplier, or leave it as Not linked to a supplier and type a Vendor name.
- Under Payment Status, choose Paid now, or Payable with a Due date if you will pay later.
- Click Save Expense.
The categories are Supplies, Utilities, Rent, Equipment, Marketing, Insurance, Training and Other.
A payable expense shows under Payables until you mark it paid. To do that, open the row menu and click Mark as paid. The same menu has Edit and Delete.
The page shows Total Expenses and Avg Daily Expense for the selected period, and an Expenses by Category chart. Filter by period (This Month, Last Month, This Quarter, This Year or All time), category and status, and export the list.
Reports#
The Reports tab sums up money in and out for a period. Pick the From and To dates and how to group the chart: Day, Week or Month. You can export the report.
| Part of the report | What it shows |
|---|---|
| Money in | Customer payments received in the period. |
| Money out | Expenses paid, supplier bills paid and refunds issued. |
| Net movement | Money in minus money out. |
| Cash position | Opening balance, money in and out, and the closing balance. |
| Money in vs money out | A chart of both over time. |
| Revenue and margin | Gross sales, discounts, VAT included in prices, net revenue, cost of goods, gross margin and margin percentage. |
| Expenses by category | Where your spending went. |
| Owed to you right now and Owed by you right now | Current receivables and payables by age. |
Who can use Finance#
Finance and Expenses follow the billing permission of each role. People without it do not see these modules, and only people allowed to create billing records can add bills and expenses. See Team and permissions.