The Who Owes Me section is your Accounts Receivables report. Only it’s not really a report that you have to run…it’s just always there. And it’s exactly what it sounds like…a list of all the Invoices under each Company (your Clients) that you are owed.
You can see at a glance if any Invoices are Overdue and how many days they are overdue. The number of days overdue is calculated based on your standard Payment Terms which you control under Settings > Preferences.
You will also see when an invoice was Sent using the Beeswax system.
Note that this obviously won’t show that you have sent an Invoice if you have simply downloaded a PDF and emailed it as an attachment with your own email software. This why we highly recommend that you insist your people send Invoice via the Beeswax system so that you capture when it is sent and what the message is when it is sent. It forms a basic audit trail in the form of the Project Activity.
This is important to ensure that your Client has actually been sent an invoice. It’s a little embarrassing if you are chasing an overdue Invoice that your client has never received.
The screen shows the amount due. Sometimes an Invoice might only be partially paid for some reason. In which case you will see the balance owing on the Invoice here.
Let's look at each Role
AKA: The Boss
This is the Owner of the Account and more often than not they are also the Owner of the business. The business Owner should obviously see everything so of course they have Full Access to all parts of the application but importantly they are unique in that they are the ones who are responsible for managing the Beeswax Subscription and associated Plan.
It's likely they have a business partner or a dedicated senior staff member who needs to be able to see and do all the same things that the Owner can. That's what the Super
Admin Role which we get to next.
Business Partner or a Senior Employee
The Super Admin User also has Full Access to everything however they don’t have access to the Subscription but that’s all. These are usually Partners in the business or Senior Employees who need to see and control everything in the Business. Warts and all!
Production Manager or Account Manager
The Manager Role is generally the person who takes care of the day to day running of Projects, and oversees Tasks.
This Role would be for a Production Manager, Studio Manager or Account Manager for instance.
They generally don’t get involved in Payroll financial reports and as such are not expected to know anything about Accounting or Tax related matters.
Of course these things aren’t necessarily that difficult to understand, however, so as to avoid the potential pitfalls associated with incorrectly allocated transaction Accounts and / or Taxes we have chosen to limit this Users access and control over such things.
So, while Manager can create Quotes, Expenses and Invoices, they can’t change the Transaction Account and Tax when working on any of these documents. While Managers can create Quotes, Expenses and Invoices, they can’t change the Transaction Account allocation nor the Tax Allocation when the are preparing any
These are defined by the Items that make up these documents and are therefore meant to be set up specifically by someone with this knowledge such as your Bookkeeper or Accountant.
Your Accountant (obviously) or your Bookkeeper
This Accountant Role is obviously for the Accountant or Bookkeeper who need access to all things Money. They essentially have full access to the entire system with the exception of being able to manage the subscription.
A User who primarily works on Tasks
This is someone who usually is a freelancer that needs access to Tasks but not much more. They have a similar level of access as the Basic User but we've included this for future use.
Someone who probably would like to get access to all your stuff but really you only want them to see things you want them to see. Like outstanding invoices and access to Files you share with them but apart from this you don't really need much more.
Companies & People
Chart of Accounts
Who Owes Me
What I Owe
Profit & Loss
Companies exist for two main reasons:
- Assigning Projects & other related things
- Grouping Contacts and Users
1. Assigning – Projects and other related things
Most things in Beeswax, like Projects, Quotes or Invoices, need to be assigned to a Company. These things can’t be assigned to a specific User or Contact.
Why? Because small businesses, those businesses that Beeswax is specifically built for, generally work with and provide services to other businesses rather than individuals or customers. In other words, we think of Beeswax as being a B2B application rather than a B2C. It’s one of the key assumptions we’ve made when building Beeswax.
Remember a Quote or Invoice is technically a legal document that relates to the obligations that your business has to another party. And therefore the name of the other party, which is usually a business, should be stated specifically. Of course you will have a contact who will receive documents from you but they are still technically representing the third party and are usually not themselves obligated to fulfil their financial obligations to pay you.
It’s the company or business they represent. When they leave the company still owes you money.However, while we think of these entities as Companies, it’s not to say that a Company can’t be something else. That’s for you to decide.In any case just remember that Projects, Invoices, Quotes and Expenses are all allocated to this idea, this entity, this concept, that we call a Company.
2. Grouping Contacts & Users
It’s the way Beeswax groups or organises Users and Contacts. We think it makes sense to keep all Users and Contacts under the specific Company that they are associated with.