Finance

Finance Workflows

Pipeline to Revenue Tracker

PROPOSAL PATH CONTRACT PATH CS / DELIVERY PATH DEAL OWNER PATH DEAL OWNER Create Deal Productive CRM > Deals Contract or Proposal? AM Create Proposal Productive AM Create Contract Templates / DocuSign CLIENT Proposal eSigned Productive eSign CLIENT Contract Signed eSign or analogue CS / Delivery or Deal Owner CS / DELIVERY Mark Won + Budgets Productive CRM + Budgets DEAL OWNER New Budget Form After PM creates budgets DEAL OWNER New Budget Form Submit before pressing Won JYN Jyn Reviews Productive JYN Jyn Creates Budgets Productive / Budgets FINANCE TEAM Revenue Tracker Revenue + Billing tabs Proposal Contract CS / Del Deal Owner

Revenue Types and Paths to Sage

Each revenue type has a different function once it flows through to Sage Intacct. Master Budget and Revenue (Retainer or 1-month Project) become sales orders in Sage, so Finance can invoice from them. Revenue budgets are used only for departmental revenue distribution each month and labour costs in FY reporting.

Revenue Types Master Project Budget Revenue Revenue (Retainer or 1 Month Project) Sage Sync Pending Sent Excluded
PROJECT Multi-Month + Single Month RETAINER Ongoing monthly engagement Project: Multi-Month Project Fixed total fee across multiple months Single Month Project One-off project delivered within the budget’s month REVENUE TYPE: ‘Master Budget’ REVENUE TYPE: ‘Revenue’ REVENUE TYPE: ‘Revenue (Retainer or 1 month Project)’ REVENUE TYPE: ‘Revenue (Retainer or 1 month Project)’ Sage Sync = Sent Budget Custom Field Sage Sync is changed from Pending to Sent (triggers sync to Sage Intacct - hourly push) Karina marks budgets as Sent after confirming form submissions are accurate. Jyn covers this step when Karina is on leave. SAGE INTACCT Sales Order Invoice raised from budget SAGE INTACCT Rev Recognition SAGE INTACCT Sales Order One-off revenue entry Finance invoices directly SAGE INTACCT Sales Order Monthly revenue entry Finance invoices mid-month

Media Spend Month End

Media Spend DRAFT IN REVIEW APPROVED
RETAINER BUDGET Media Spend = Draft BUDGET OWNER UPDATE BUDGETS MEDIA SPEND Media Spend = In Review LINE MANAGER REVIEWS Media Spend = Approved SAGE DISPLAYS MEDIA SPEND AS APPROVED (IN XXX VIEW) FINANCE DRAFT INVOICE

Month End - Key Dates

PM Deadline 1 - Sales

3rd last business day

Update sales budgets (value). Finance uses these to prepare mid-month and EOM invoices. Missing this deadline delays invoicing.

PM Deadline 2 - Revenue

EOD 1st of following month

Update revenue budgets (hours, costs, recognition). Used for monthly reporting and revenue recognition calculations.

Finance Team - Invoicing

Mid-month + EOM

Finance sends invoices twice per month. Retainer invoices mid-month, project-based EOM. Confirm scope with PM before sending.

See the Month End page for exact dates, checklists, and the monthly finance review process.

Karina: To keep currency conversion static to the revenue close date, add a prompt to the opening message of both the Financial Dashboards and Revenue Recognition Comparisons Claude sessions each month. State the close date for the previous month, e.g. "Revenue closed for August as at COB 2026-09-12."

Key Systems

Productive

CRM, deals, contracts, projects, budgets, timesheets, booking. Single source of truth for project financials. Budget values must always match the Revenue Tracker.

New Budget Form

Web form submitted by the AM/deal owner after contract is signed. Triggers Jyn to create the Productive project, set up budgets, and mark the deal as Won. Do not press Won before submitting.

Sage Intacct

Financial accounting system. Syncs hourly from Productive once Sage Sync is set to "Sent" by Finance. Used for invoicing, reporting, and revenue recognition. Managed by Finance Team.

Revenue Tracker

Spreadsheet maintained by Jyn and budget owners. Tracks monthly revenue recognition and invoicing schedule. Must match Productive at all times. Updated by PM/AM monthly.