Finances → Overview
Finances
A financial year at a glance: what every client is paying you month by month, and where your bank balance is heading.
How to add a financial year
Everything in Finances hangs off a financial year: the clients, the expenses, the figures. Add one for each year you want to track, and roll the next one out of it when the year turns.
Open Finances → Overview from the sidebar.
Click the + beside the Financial Year dropdown, top right.
Type a Label, like "2025/26". This is the only required field, and each label can only be used once.
Set the Start year and Start month. The line underneath tells you which twelve months the year will run, for example "Runs Nov → Oct".
Type the Opening balance: what was in the bank on the first day of the year.
Under Start from, pick "A copy of" an earlier year to bring its clients and expense rows across, or leave it on "An empty year".
Click Create Year. The new year opens straight away and becomes the one everyone in the studio sees.
Tip: A copy brings across every client and expense row that isn't hidden, but leaves the months empty unless you tick "Copy the monthly figures too". Even then nothing arrives marked as sent or paid, because a copied figure is a plan, not a record.
How to switch year, or delete one
The Financial Year dropdown decides which year every Finances screen is showing. There is one active year per studio, so switching it switches it for everybody.
Open any Finances screen from the sidebar.
Pick the year you want from the Financial Year dropdown, top right. The tables reload into that year.
To remove a year, leave it selected and click the ••• button beside the dropdown.
Click Delete, followed by the year's label.
Read the warning: this also deletes every client row, expense row and figure in that year, and can't be undone.
Click Delete year to confirm, or Cancel to back out. After a delete, the next most recent year becomes the active one.
How to set the opening balance
The opening balance is what was in your account on day one of the year. Every predicted bank figure counts up from it, so it's worth getting right.
Open Finances → Overview. The opening balance sits top right, labelled "Opening Bank" with the year's first month in brackets.
Click the small padlock beside the figure to unlock it. It is locked by default so nobody nudges it by accident.
Click the figure itself.
Type the balance and click Save, or press Enter.
The Est. Bank Balance row at the bottom of the overview recalculates from the new figure.
How to read the monthly overview
The overview is the whole year on one grid. It is built from the rows you enter in Clients & Payments, Expenses, Tax, Dividends and Loans, so there is nothing to fill in here.
Open Finances → Overview.
Read the Revenue block: one row for each tab in Clients & Payments, then Total Revenue.
Read the Expenses block: one row for each tab in Expenses, then Total Expenses.
Under Profit & Deductions, Gross Profit is revenue minus expenses. The rows below it are your dividends, tax and loans, which come off to give Net Cashflow.
The Bank block shows Est. Bank Balance: the opening balance, plus each month's net cashflow as the year runs on.
Scroll the grid sideways to reach later months. The current month is shaded, and the table opens on it.
Tip: Hiding a client or expense row only tidies it out of its list. Its figures still count here, in the gross profit and in the tax estimate, so the year's totals stay true whichever rows you have chosen to look at.
How to record your actual bank balance
Once a month has been and gone you know what the bank really said. Typing it in re-bases the prediction for every month after it, so the forecast stays honest.
Open Finances → Overview and scroll to the bottom of the grid.
Find the Actual Bank Balance row, underneath Est. Bank Balance.
Click the dash in the month you want to record.
Type the real closing balance and press Enter.
The Est. Bank Balance for every later month is recalculated from that figure instead of the estimate.
To clear one, click it, delete what's there and press Enter.
Tip: The Total at the end of that row is the last actual balance you recorded, not a sum.
How to add a client to Clients & Payments
A client row is one paying relationship for one financial year, with a column for every month. It is separate from the Clients list, so you can track money for anyone you like.
Open Finances → Clients & Payments from the sidebar.
Click + Add Client, top right.
Type the Client Name.
Pick a Contract Type. These are the tabs across the top, so the row will appear under the one you choose.
Add a note if it helps you tell two jobs apart, for example "Monthly brand retainer".
Click Add Contract. The list jumps to that tab with the new row ready for figures.
Tip: Click a client's name in the table to rename it, and drag the ⠿ handle on the left to reorder rows.
How to enter payments and mark them paid
Each month column on a client row holds the money you expect from them that month. Marking it sent, then paid, turns the same grid into your invoice chase list.
Open Finances → Clients & Payments and find the client's row.
Click the + in the month you want, and type the amount into the box that appears. It saves itself.
Click the small button beside the amount to cycle its status: · for nothing yet, Sent once the invoice has gone out, Paid once the money has landed.
Click + again in the same month to add a second payment. A label field appears on each one so you can name them, and the cell shows a subtotal.
Use the × beside a payment to remove it.
Read the totals: each row totals on the right, each month totals in the Total row at the foot, and the tab's own total sits bottom right.
How to copy one month into the next
Retainers, salaries and subscriptions repeat the same number twelve times. Copying the previous column saves you typing it out again.
Open Finances → Clients & Payments, or any of the Expenses, Tax, Dividends or Loans lists.
Hover the header of the month you want to fill. Every month but the first has a small arrow.
Check the tooltip: it names the two months and how many rows the click will fill.
Click the arrow.
Confirm the message, for example "Copy Nov into Dec for 3 clients?".
The amounts and labels arrive in the new month, unsent and unpaid.
Tip: It never overwrites anything. A row that already has a figure in the target month is skipped, which is why the count in the tooltip is sometimes smaller than the number of rows on screen.
How to add, rename or remove a tab
Retainer, Fixed and Hourly are only a starting point. The tabs are yours to shape, and each one becomes its own row in the overview.
Open the section whose tabs you want to change: Clients & Payments, Expenses, Tax, Dividends or Loans.
Click the + at the end of the tab strip, type a name and click Add. The new tab opens ready for rows.
To rename one, click the tab, then click the pencil beside it, type the new name and press Enter.
To remove a tab you added, put it in rename mode and click the red × beside the box.
Confirm the message. The tab and its row in the overview both disappear.
Tip: You can rename the built-in tabs but not delete them, because the tax and dividend estimates lean on them. A tab you added can only be deleted once it is empty in every financial year: move or delete its rows first.
How to hide a client you've finished with
When a client stops paying you, hiding their row keeps the year's history intact but gets it out of the way of this month's work.
Open Finances → Clients & Payments and hover the row you want to retire.
Click the eye icon at the far right of the row. The row drops out of the list.
To see it again, click the eye button in the toolbar, beside + Add Client. It only appears when the tab holds hidden rows.
Hidden rows sit at the bottom, greyed out and struck through, and their figures still count towards the totals.
Click the row's eye icon again to bring it back for good.
Use the × beside it instead to delete the row outright. That loses every payment on it.
Tip: Hidden rows stay behind when you roll into a new year, so hiding is the tidy way to retire a client before creating next year's copy. Their figures still count in the year they are in.