Finance

The money side of the platform — approve time and expenses, manage agreements, invoice your clients, see your statements, and know which clients are actually profitable.

See everyone's weeks at a glance, then approve, submit, reopen or chase them — and, if you choose, the gate that turns logged hours into billable work.

Every time entry in your organization in one list — from logged to invoiced — with what is ready to bill, and the actions to approve it and invoice it.

Rules about logged time — remind people who haven't logged any, tell the right person when time is logged or edited, and add actions when a prepaid block reaches an alert level.

What "billable" means, how it fits with agreements, and when to log time as billable, billed separately, client time at no charge, or internal — with examples.

Define the recurring contracts you bill clients under — fees, rates, included hours, terms, and renewals — and catch under-billing with Agreement vs. Reality.

Record who is paid from an agreement, project or deal — an hourly rate, a share of the fee, a fixed amount, a one-off or a commission when a deal is won — and how AspirePro works out what each one earns.

Priced proposals built from your catalog — sections, optional lines, one-of-three discounts, locked versions, and a branded PDF sent by email.

Bill your clients — build invoices from logged time, job charges, expenses and agreement fees, send them, record payments, and share a branded public payment page.

Raise a draft invoice straight from a ticket or project — the time, the charges and the expenses, already gathered.

Bill a client the same thing every week, month or year — AspirePro makes each invoice on its date, as a draft to review or sent automatically — with QuickBooks' and Xero's recurring invoices, and Stripe subscriptions, in the same list.

Record the parts, licences and fees a ticket or project racked up, so they are waiting to be billed alongside the time.

Let clients pay an invoice online from the invoice email or their invoice page — through Stripe or QuickBooks Payments — and how those payments are recorded, matched and refunded.

Remind clients about unpaid invoices — from AspirePro on the days you choose, or leave it to QuickBooks, Xero or Stripe.

Choose who works out sales tax — AspirePro, QuickBooks or Xero — mark clients tax exempt, and how the tax reaches your accounting system so both show the same total.

How AspirePro keeps Stripe, QuickBooks and Xero in step with your invoices — the Sync page, what waits while a system is unreachable, the questions that need a person, one linked account per system, and running Stripe and QuickBooks together.

Your team spends its own money on work — reimbursements gets them paid back. Snap a receipt, submit, approve, mark it paid, and every approved dollar lands in your expense and profitability numbers.

See where the money goes — your QuickBooks expenses, vendors, and categories brought into AspirePro, plus your team's approved reimbursements, right next to the work.

P&L, Balance Sheet, Cash Flow, and A/R + A/P aging — rendered live from QuickBooks' own report engine, with accrual/cash toggles, flexible periods, and downloads.

Know which clients and agreements are worth the team's time — return on time, $/hour earned, share of work, monthly recurring revenue movement and signals, with every number's ingredients labelled.

Revenue minus team cost — minus client expenses when that switch is on — term by term, in the order the numbers are built, and the rule that hides a percentage no recorded cost stands behind.

How revenue is worked out per agreement, per month — invoices first, then what a live agreement should have billed — and when to switch to counting invoices only.

The recorded cost sources behind every client's return on time — logged time at cost rates, pay from agreements, and, when switched on, client expenses and payment-processing fees — and every rule that decides what counts.

Share of work with no assumptions, an optional labelled estimate of what that work cost, and logged time — the three ways Profitability answers "who is draining the team".

Labor invoiced divided by what the logged hours were worth at your bill rates — the one Profitability figure that needs no cost rates, and how to read it for retainers, fixed-fee engagements and agencies.

Every column, tile, banner and chart on the headline profitability grid — defined, and derived from one worked client month.

Contract-level return on time, monthly value and the at-risk badge, the month-by-month drill behind every agreement — and why agreement return never adds up to the client's return.

Is this project making money? Each project's revenue (including its share of the agreement fee), team cost, return, $/hour earned and estimate use — and the project's own Profitability tab.

Products against services — product margin, the return on the team's time, the blend, and your targets.

Hours logged, billable percentage, revenue, cost and return on each person's work, and hours with no cost rate — what this tab shows, how a person's revenue is counted, and why it sits behind its own permission.

How monthly recurring revenue moved — opening plus new plus growth minus decline minus lost equals closing — with every bucket's rule, its card, and which agreements can never appear in it.

The six rules that read the stored numbers and name the account worth a conversation — each with its exact condition, default limit, editable range, period and blind spot.

The cards that show exactly which gaps in your own data are distorting a return on time figure, and the "What's behind these numbers" panel that labels every ingredient recorded, partly recorded, estimated or not available.

How often the numbers update and how far back, what a month still in progress means, and why a closed month can never be rewritten underneath you.

The per-client page and its QBR-ready PDF — every card, chart and table on it, and how to read the two before you put one in front of a client.

Which Profitability numbers exist as dashboard widgets, how each one counts revenue, where they can legitimately differ from the page, and which surface to treat as authoritative.

Keep QuickBooks Online in step with your invoicing — copy invoices to QuickBooks, link clients to QuickBooks customers, bring payments, expenses, vendors and statements back in, and optionally add expense claims as bills.

The financial health of your business — AR aging, revenue trends, recurring revenue, and unbilled work in progress.

Configure invoice defaults, numbering, recurring invoices, the invoice mailbox, payment terms, sales tax, online payments, quotes, time and expenses, and how agreements behave.