What it is for: seeing at a glance how much you are owed, what is overdue and which quotes are waiting for an answer, and understanding how your business is doing: what you bring in each month, what is about to come in and what you keep.
Where to find it: menu Sales («Ventas») → Sales («Ventas», the summary) and Finances («Finanzas»).
Who sees it: anyone who has the sales Suite. If you do not have it, the entries in the Sales group show a padlock and take you to Expand your AI («Amplía tu IA») so you can get it.
Sales: what you see first
If you have not set up your company yet, you will see the message «Todavía no hay ninguna empresa emisora» (no issuing company yet). Without a company there are no numbering series or taxes, and without those nothing can be issued. Click Dar de alta mi empresa (set up my company) and fill in your details in Sales settings («Ajustes de Ventas»).
Once the company is set up, the screen has three parts:
- The search box, at the top. It searches customers, quotes, invoices and subscriptions at the same time, by name, tax ID (NIF), number, email or phone. Type at least two letters and the results appear; click one to open it.
- Needs your attention («Lo que requiere tu atención»). It only appears when there is something to do:
- overdue invoices, with the customer's name and what is still unpaid;
- quotes seen but not answered: the customer opened them but has not replied. It is a good moment to call.
If there is nothing, you will see «Todo al día» (all up to date): nothing overdue and no quote waiting for an answer.
- Four cards, each linking to its list: Por cobrar (to collect), Vencido (overdue), Cobrado este mes (collected this month) and Presupuestos abiertos (open quotes).
At the top right there are shortcuts: Finanzas, Presupuestos, Facturas and Ajustes.
Step by step
Find a customer, a quote, an invoice or a subscription
- In Sales, type what you remember in the search box: the name, tax ID, document number, email or phone.
- Pick the result. Each one has an icon showing what it is (person, quote, invoice, credit note or subscription) and, if it has an amount, its total.
- If you see «Nada con…» (nothing with…), try another part of the name or the tax ID.
See which invoices to chase today
- In Sales, look at the Needs your attention block.
- Click the number of an overdue invoice to open it.
- From the invoice you can send it again or record the payment (see Quotes and invoices).
You can also click the Vencido card to see the list of overdue invoices.
Call someone who has seen a quote and not answered
- In Sales, open a quote from the «quotes seen but not answered» block.
- Check the customer's phone number on the record and call them.
- If they say yes, the customer accepts it from their link and you turn it into an invoice.
See how much you bring in each month and how it changes
- Open Finances, from the menu or from the button in Sales.
- At the top you have four figures about your recurring fees: Ingresos recurrentes al mes (recurring income per month), Al año (per year), Suscripciones vivas (live subscriptions) and Cuota media (average fee).
- If you charge in more than one currency, a line starting «Además» (also) below the figures shows the rest.
Know how many customers join and leave your fees
- In Finances, scroll down to Altas y bajas (sign-ups and cancellations).
- At the top right you see this month: how many sign-ups, how many cancellations and how what you collect per month changes.
- The table below shows, month by month, Altas (sign-ups), Bajas (cancellations), Ganado (gained), Perdido (lost) and Neto (net). A net in red is a month in which you lost more than you gained.
Forecast what is going to come in over the next months
- In Finances, look at Lo que va a entrar (what is going to come in).
- You will see three bands: Próximos 30 días (next 30 days), De 31 a 60 días and De 61 a 90 días. In each one, what comes from subscription fees («Cuotas») is separated from what comes from pending invoices («Facturas»).
- What is already overdue does not count as forecast: it appears separately, in a line «Además hay… vencido sin cobrar» (there is also… overdue and uncollected).
See your result for the last 12 months
- In Finances, scroll down to Resultado, últimos 12 meses (result, last 12 months).
- At the top right there are three totals: what you Facturado (invoiced), your Gastos (expenses) and the Resultado (result).
- Each month has two bars: the green one is what you invoiced and the red one is expenses. On the right, the difference.
- Expenses come from the ones you have recorded in Expenses («Gastos»; see Expenses and accounting).
Find out who your best customers are
- In Finances, scroll down to Tus mejores clientes, últimos 12 meses (your best customers, last 12 months).
- The table ranks customers by amount invoiced and shows what percentage of the total each one represents. It helps you see whether you depend too much on a single one.
If something does not work as expected
| What happens | Why | What to do |
|---|---|---|
| I see the Sales menu with a padlock | The sales Suite has not been taken | Click the entry and get it in Expand your AI |
| «Todavía no hay ninguna empresa emisora» | You have not set up your company yet | Click Dar de alta mi empresa |
| Finances looks almost empty | There are no subscriptions, invoices or expenses yet | Start with an invoice or a subscription; the figures appear by themselves |
| «Sin facturas ni gastos en los últimos 12 meses» | Nothing has been issued or recorded in that period | Normal in a new account |
| The search does not find a customer | It only searches from two letters up, and by the data on the record | Try the tax ID or the email; check the record in My CRM |
Related
- Quotes and invoices: create, send and collect.
- Subscriptions: fees that are invoiced automatically.
- Expenses and accounting: what you spend and what your accountant sees.
- My CRM: your customers' records.