Finance setup

What it is#

Finance setup holds the inputs every financial figure in Projectri is computed from. Nothing here breaks a screen when it is empty — it quietly changes a number someone acts on. A workspace with no rate card still tracks time perfectly; it just cannot answer what any of that time was worth.

Fourteen tabs, each with its own endpoint and its own permission key, so a tab you may not read fails on its own rather than taking the page down.

How to get there#

Money → Finance setup. The ADMIN role is needed to open the console.

Each tab is gated separately. The ones this page is mostly used for:

Cost rates are additionally gated: without report.cost the rate-card table shows bill rates in full, hides the cost and margin columns, and says so. Reading a card with cost rates on it is written to the audit log.

No plan gate on the page itself.

How to use it#

Create a rate card#

1. On Rate cards, press New card.
2. Name it after the agreement it encodes — "FY26 Standard", "ACME MSA 2026".
3. Choose the currency and an Effective from date. Work logged before that date is priced by whichever card was in force then.
4. Optionally make it the company default, used wherever no project, contract or client card applies.
5. Fill in bill and cost per hour against each job role. Rates are per hour, in the card's currency, and the form converts to the currency's own minor units.
6. Resolution is most specific wins: a person beats their role, which beats the blended fallback row.

Cost rates must be fully loaded — salary plus employer taxes and benefits — or every margin figure in the product is overstated.

Set up working calendars#

1. On Calendars, press New calendar for a hand-built one: name, optional region, which weekdays are non-working, and holidays one per line as YYYY-MM-DD, name, optional hours. Give hours only for a part-day.
2. Or press Fill from country to generate a country's public holidays for up to five years at a time.
3. Mark one calendar the default. Members on no calendar fall back to it; with no default at all, they get no holidays deducted whatsoever.
4. The generation result says how many dates were written, how many hand-typed ones were kept, and how many fell on that calendar's own weekend and were dropped. Only generated rows are replaced, so the button is safe to press twice.

Keep exchange rates current#

1. On Currency, the first card names your reporting currency and, above the table, any currency you actually transact in that has no rate.
2. Add rate records how many units of the reporting currency one unit of the source currency buys, as at a date, of kind Daily, Month end or Budget.
3. Month-end is the kind a period close freezes against.

Close a month#

1. On Close & ERP, the calendar shows every month of the year as Open, Soft closed, Closed or Overdue.
2. Before the next month to close, the page lists advisory checks. They are warnings, never blockers — a close a system can veto is a close that gets worked around with a direct database update — and what you decided is recorded on the period.
3. Close locks every time entry and expense in the month.
4. Reopen demands a written reason, which is stored against the period and visible to anyone who looks at it afterwards.
5. Between the calendar and the ERP card sits FX revaluation for the period about to be closed, or the most recently closed one if nothing is outstanding — never the month in progress, whose balances are still moving.

Connect a finance system#

1. On Close & ERP, press Connect ERP.
2. Name it, pick the system, and tick what that system is the **source of truth** for: invoices and payments, expenses, bill and cost rates, exchange rates.
3. Credentials are configured separately and are never stored on the connection record.
4. Per-entity direction — "they own invoices, we own expenses" — is set on ERP, not here.

The other tabs, briefly#

• Utilization targets — the target every utilisation percentage is judged against, per job role rather than one firm-wide number, with a workspace fallback row. A seeded benchmark stays visibly a default until you edit it.
• Leave — time off, the third input to the same denominator as calendars and targets.
• Timesheets — the submission policy and its nudge ladder. This is the confidence figure behind every utilisation number.
• Expense policy — the rules an approver judges a claim against, plus the mileage and per-diem rate tables. Each rule says in words whether it flags for the approver or blocks the claim. Below it sits how accurate the receipt reader has actually been.
• Overtime — which hours are worth more than the rate card says.
• Tax — tax codes, the rules that pick between them, and your registrations. A rate change is a new version, never an edit.
• Dunning — the ladder an overdue invoice climbs on its own. A ladder is authored whole and replaces its steps outright, so you cannot end up with a 60-day letter and no 7-day reminder.
• Payments — connecting your own payment account so clients can pay. Your money never touches ours; a restricted account is called out in words, because it will take the money and not pay it out.
• Cost centres — the buckets overhead divides into and the headcount in each. People left unassigned mean overhead divides by nothing and every project reads more profitable than it is.
• Budget alerts — the thresholds that decide when somebody is woken up. An empty threshold table produces no error and no alert, which reads exactly like a portfolio on track, so the tab says out loud whether anything will fire.

What it affects#

• Every money figure in the product. With no rate card, hours carry no bill or cost rate: utilisation still works, but margin, WIP and effective rate are unanswerable. Financials prints that caveat rather than a number.
• Every utilisation percentage. With no working calendar, capacity is a full contracted week with no holidays deducted, which overstates the denominator and understates everyone.
• Invoices. Tax determination runs once, at issue, from these codes and rules, and is frozen onto the document. A workspace with no tax rules charges 0% and nothing on the invoice explains why.
• Chasing. The dunning ladder configured here is what runs against overdue invoices on Receivables.
• A billing run. Rate cards, exchange rates and the close calendar are all read by assembly on Invoicing — period-locked time is excluded from a run, and a missing rate becomes an exclusion note.
• Reporting totals. Everything converts once, at the rate in force on the day, never at read time.

On mobile#

Finance setup is web only. Some of the things configured here have their own read screens in the phone app — tax, overtime, payments and the working calendar among them — but the configuration itself is not editable from a phone.

Limits and gotchas#

• A currency with no rate is counted at 1:1, and every affected report says so in its assumptions. That is why the Currency tab leads with which currencies are missing one rather than with the table of rates you do have.
• Generating holidays for a country outside the published rule sets produces New Year and Christmas and nothing else. That does not read as a failure — it reads as a country with two holidays — and it overstates the utilisation of everyone on that calendar for a year.
• Lunar dates are tabulated to a horizon. Generating past it silently drops Eid, which for a Gulf workspace is most of the holidays there are. The dialog warns before you press the button.
• Closing a period is not a blocker either way. The pre-close checks are advisory, and reopening is always possible with a reason.
• An ERP connection with everything switched off is a real state. It registers, tests green and moves nothing.
• Until an ERP connection exists, nothing is ever marked as billed by a sync, so WIP is the entire unbilled book.

Related#

• Financials — the reports that divide by everything on this page.
• Invoicing — what a run reads from here.
• Receivables — where the dunning ladder and payment connection show their work.
• ERP — per-entity ownership and what is waiting to be billed.
• Workspace settings — country, locale and the reporting currency itself.