Use Clients to record expenses and other income and inspect financial charts. Accounting permissions limit the clients and details you can see. Financial management must be enabled.
Record expenses and passed-on charges
- With accountant write access, open Clients. Use the internal client’s expense box for organization costs, or expand an external client.
- Enter the description, date, net cost, VAT and tax choices. A client expense must belong to one of that client’s projects.
- Choose recurrence and an optional end date if the cost repeats.
- To charge the client, enter a pass-on amount. Select Automatically add to new bills if it should be proposed in the invoice editor.
- Save, then inspect its Processing section for billing mode, linked invoices and recovered amounts.
Organization expenses have no client or project. If a client has no active project, create one first. An existing expense can keep its archived project when edited.
Daily, monthly, quarterly and yearly recurrence repeat reporting costs; they do not schedule payments. The end date is inclusive. Monthly recurrence follows the original day and uses month-end when necessary.
A proposed pass-on charge is not income. Issuing it on an invoice creates expense recovery, after any reduction applied to that line. The charge can differ from the original cost.
Record other income
In the internal client’s Expenses & Other income box, use the add control and choose other income. Enter the amount, date and tax settings. Choose whether to exclude it from estimated taxable profit.
Creation and editing record organization-level income. Historical client or project adjustments can retain their earlier reporting links.
Prepare invoices separately
Client invoices and freelancer personal invoices use separate billing layers. Any included time must be eligible and accepted at that layer. Invoices and templates explains preparation, claims, saved documents, states and PDF downloads.
The stage No client invoices keeps valuation, expenses, planning and the finance charts. No financial management hides money reports and editors while retaining work and stored financial records. Features in use explains what remains available.
Find and read financial charts
- For the organization chart, open Clients and select the top graph button. Full organization accountant rights are required.
- Expand a client for its combined chart.
- Select a project for its chart. It starts in Accumulative, which shows running totals.
Set the date range and grouping before comparing figures. In Accumulative, the selected-project curve includes earlier project history as its opening balance. Summary cards and pie totals still describe the selected period.
Accumulative displays costs as positive magnitudes. Its separate Total costs line sums all cost parts, even if you hide an individual part. Other styles and summary cards retain their signed values.
Work value, issued income and receipt
- Projected work income
- Recorded work valued at billing rates. It stays outside the financial result.
- Issued invoice income
- Eligible issued amounts, including open invoices, attributed to issue dates.
- Received invoice income
- The part whose receipt the issuer has recorded. It keeps the invoice’s issue date in financial charts.
- Payment received
- Money entered under Contract and payments. It counts as income on its own date, in the Income and Received cards, the result and estimated profit tax. The amount is net, so it adds no VAT.
Other income is separate from invoices. Recording invoice receipt does not move income to the receipt month. The bill list’s receipt-date filter serves a separate browsing purpose.
Payments received do not update invoice receipt states. An invoice and a payment can be the same money. Treetops cannot link them, so recording both counts that money twice. Record a payment only for money that no invoice in Treetops covers.
Contract and payments in the chart
One finance chart covers all work. When a project has contract entries, the chart shows them next to the invoices. Projects without these entries show no extra card, column or line.
- Contract value
- The first card in project and client charts. In a client chart, it is the sum of the client’s projects. It shows what you agreed and is not income.
- Milestones
- A separate column with the planned amount on its due date. It stays out of income, the cards and the result, even after the money arrives. A milestone without a date, or due on project completion, counts only in the contract value.
If only some of a client’s projects have a contract amount, the card says incomplete and a notice names the others. Their costs still count. Enter 0 for a project with no agreed payment.
In Accumulative, milestones and payments received rise in vertical steps. The contract value is a line in project and client charts. A whole-project budget with the limit Costs in total is a line in the project chart. These lines appear only in this style, because large amounts would flatten the monthly bars.
The organization chart shows payments received and the Milestones column. It has no contract card and no lines.
A cost budget leaves out estimated profit tax, which follows income. Chart costs include that tax, so they can stand above what the budget shows.
A project with dated milestones opens on a range that covers them and one month past the last milestone or payment. Your own dates replace that range. Cards and targets stop at today, while the chart can show later recurring costs.
Costs and summary cards
Client and project costs include expenses, work costs, shared costs and estimated profit tax. Work costs use effective salary terms or member rates. Organization charts show salary costs and incoming freelancer bills instead.
| Card | Meaning |
|---|---|
| Contract value | The agreed total, when a project has one. It is not income. |
| Income (net) | Issued invoice income plus other income and payments received, without VAT. |
| Received (net) | The received invoice income, still attributed to issue dates, plus payments received. |
| Costs | Costs including shared costs and estimated profit tax, shown as a negative amount. |
| Result after tax | Net income less costs. |
| Average result per month | Result divided by the counted months. |
Client and project averages count partial months proportionally. Organization averages and salary totals count each touched month in full. Salary periods starting or ending during a month are prorated for their active days.
Cards use net amounts. Results are not bank balances. Adding projected work value to issued income would combine different stages.
VAT and estimated profit tax
Organization and client columns include invoice VAT in both income and costs, so it cancels from the result. Project charts omit it. Reclaimable expense VAT stays outside cost; non-reclaimable VAT remains a cost.
Profit-tax estimates apply configured rates to estimated taxable profit or another estimate. A rule can reduce the basis for remaining estimates. Expense deductibility and other-income exclusions affect that basis.
Losses reduce later profits only within the selected range, including across year boundaries. Later losses do not refund earlier estimates. Losses before the range do not count. These are reporting estimates, not tax returns.
Shared costs
Shared costs allocate overhead and internal-work costs to billable projects by their monthly share of billable hours. Costs of a client’s unbillable projects stay within that client. Projects without billable hours receive no share that month.
Check Calculate shared costs on billable projects in organization settings and Include shared costs in balance sheet on the client. Excluding one client’s share does not move it to others.
Client accountants see the shared-cost total. Organization accountants can inspect its parts. The result stays the same despite the different detail.
Check incomplete or unexpected results
If salary amounts are missing for relevant periods, costs and resulting balances are marked incomplete. Known costs and income remain visible; a fallback rate does not make unknown salary money complete. Restricted readers get the warning without private salary details.
Entering a historical salary amount later changes affected reports. Check dated salary terms before relying on earlier estimates.
For missing invoice income, check issue dates, range and cancellation state. For shared costs, check inclusion settings and billable hours. Rejected work contributes neither work value nor work costs.
Employee time and leave reports use schedules and absence credit separately from money reporting.