Finances

For group owners and admins · 3 min · Updated 2026-07-30

Finances is where your school's money lives in the hub: what you have billed, what has actually been paid, what you have spent, and the receipt a student gets afterwards. You will find it under Finances in the sidebar, in the School section. (The sidebar says Finances; the page header itself reads Finance — same screen.)

Two objects, and they are not the same thing

Almost every mistake in this module comes from mixing up two records. Learn the difference once and the rest of the section reads easily.

	An invoice	A transaction
What it is	A bill. "This student owes me this much, by this date."	A movement of money. "This much actually changed hands on this day."
Direction	Always something you charge	Either Income or Expense
Has a status	Pending, Overdue, Partial, Paid, Cancelled	No status — it either exists or it doesn't
Lives in	the Invoices tab	the Transactions tab
Created by	you, or automatically from a student's plan	you, or automatically when you mark an invoice paid

An invoice is a claim; a transaction is a fact. Creating an invoice moves no money. Recording a payment does.

They are linked: when you mark an invoice paid, the hub writes one income transaction for the amount you entered and then recalculates the invoice from its transactions. That recalculation — not your click — is what decides whether the invoice reads Partial or Paid. Two payments of half the amount leave two transactions and one Paid invoice.

Your income figure is the sum of your income transactions, never the sum of your invoices. An invoice you issued but nobody paid contributes nothing to Income — it shows up in Pending or Overdue instead. This is the right behavior, and it is also why an unrecorded cash payment makes your books look worse than reality.

The seven items across the top

The Finances Overview tab with the KPI row above the Pending invoices and Latest transactions lists

Overview — the two shortest lists that matter: Pending invoices and Latest transactions, five rows each.
Invoices — every bill you have issued, with the Mark as paid button.
Transactions — the ledger: income and expenses, one row per movement.
Receipts — the same income transactions, presented as printable receipts.
Packages — not a tab. It is a link out of Finances to the separate Packages screen, where the plans you sell are defined.
Vendors — the catalog of who you buy from. Owner and admin only.
Tax report — the totals your own tax settings add up to. Owner and admin only.

Two controls sit above all of them:

A date range card — the presets This month, Last month, Last 3 months and This year, plus a From / To pair for anything else. Everything below it obeys it, except Vendors (a catalog has no period).
A row of five figures: Income, Expenses, Profit, Pending and Overdue. The first three are for the range you picked; the last two are the outstanding balance on all your open and overdue invoices, whatever the range. This row is hidden on Vendors and Tax report.

Opening Finances lands you on Invoices, not on Overview — the module opens on the work, not the summary.

Guides in this section

Set up how you charge

Choose how you bill

Collect by hand and mark invoices paid yourself, or let Stripe charge the card automatically.

Set up your plans

The packages you sell: price, billing period, and how long a student has to pay.

Set up your billing and tax details

Your legal name and tax id, your bank-transfer instructions, and the tax rates your documents use.

Bill and get paid

Subscribe a student to a plan

Put a student on a package so their invoices get generated instead of typed.

Issue an invoice

Bill one student for one thing, without a plan behind it.

Break an invoice into lines

Itemize a bill, put tax on each line, and record a discount as a negative line.

Record a payment

Mark an invoice paid, take a payment in instalments, and log an expense.

Share a receipt

Send a student proof of payment as an image or a private link.

Keep an eye on the money

Read your finance overview

What each of the five figures means, and what the date range does and doesn't cover.

See who owes you

Find the open and overdue invoices and the students behind on payments.

Keep a vendor catalog

Save the people you buy from so your expenses group together.

Read your tax report

Tax charged on your income, creditable tax on your expenses, and the difference.

Who can do what

Finances is the most tightly restricted module in the hub. Almost everything here is owner and admin only.

Task	Owner	Admin	Staff	Member
See the Invoices tab	Yes	Yes	Yes	No
See the Transactions and Receipts tabs with data	Yes	Yes	No	No
See the five figures (Income … Overdue)	Yes	Yes	No	No
Create an invoice, Mark as paid, Cancel invoice	Yes	Yes	No	No
Create, edit or Remove a transaction	Yes	Yes	No	No
See the Vendors and Tax report tabs	Yes	Yes	No — the tabs are not shown	No
Change the group's Currency	Yes	Yes	No	No

Staff get a half-working screen, silently. A staff member can open Finances and read the Invoices tab, but the figures row never appears and Transactions and Receipts show "No transactions recorded" and "No receipts in this range" as though the group had never taken a peso. Those two requests are refused by the server and the page does not say so. Treat Finances as an owner/admin screen.

A plain member who reaches /finanzas sees a permission error instead of data. Roles are per group and are not inherited: being admin of a parent group gives you nothing in a child group's finances.