Your finances: Overview and Forecast

Overview shows what has already happened: what you have invoiced, collected, are owed and made, quote by quote and job by job. Forecast shows what is coming: what is already yours, what is still out there, and how the next few weeks are shaping up. Open them from Finances in the menu: Overview is the Reports item, and Forecast is Forecast.

Before you start

Overview and Forecast need the Finances module. Overview is for owners, admins, dispatchers and office staff. Forecast, and every profit figure, are owner only. Amounts are shown ex GST, except money you are owed, which says incl GST because it is what your customer pays.

Overview

Pick a period with This month, Last month, Quarter or 12 months, or choose Custom and enter a start and end date. The tiles, the chart, the by-job list and Top customers follow the period. Owed to you, Ready to invoice and Money in flight show where things stand today.

Five tiles sit at the top. Each one links to the records behind it.

• Invoiced · ex GST: everything billed in the period, with how it moved against the same length of time before it. Draft and voided invoices are never counted.
• Collected · ex GST: money that arrived in the period, counted on the day it was paid, not the day it was billed. A payment is split into its GST and ex GST parts in the same proportion as the invoice it pays.
• Owed to you · incl GST: everything issued and unpaid right now, and how much of it is overdue. This is a balance as at today, not a figure for the period. Select the tile to open your invoices. To see only the overdue ones, select Chase overdue invoices under Money in flight (owners and admins only).
• Profit · ex GST: owners only. See below.
• Quotes won: quotes accepted divided by quotes decided in the period, with the value won out of the value quoted, and how many quotes are going cold (sent and still undecided after 14 days). A quote still sitting with the customer counts as neither won nor lost.

Invoiced by month

The chart shows one column for each month (or week, for a shorter period), ex GST, by the date the invoice was raised. Each column is split into what has been Collected, what is Owed, not due, and what is Overdue. Select a column to narrow the whole page to that month or week. Select the table button above the chart to swap it for the month by month ledger of the last 12 months, and select a month in the ledger to narrow the page the same way.

Profit and costs by job

Owners see Profit by job. It lists the jobs invoiced or costed in the period, ex GST: what each job was invoiced in the period, what it cost in the period, its profit (invoiced minus costs) and its margin. Each cost counts in the period it happened: labour on the day it was clocked, materials, expenses and purchases on the day they were logged. A job you invoice as a deposit in one month and the balance in the next shows each invoice in its own month, against that month's costs. A month of work before the first invoice shows as a Loss for that month. Add the periods together and you get the job's own profit, the figure on the job page.

Margin under 15% is marked, and a job that cost more than it earned in the period says Loss. Costs are approved labour, materials, overhead and expenses. Hours still waiting on a timesheet approval are not counted yet, and the page tells you how many, with a link to Approve timesheets. Approved hours for someone with no pay rate set are not counted either, and the page says how many, with a link to Set pay rates. Invoices that aren't linked to a job appear as one row, Invoices not linked to a job, with no costs.

The Profit tile adds the same jobs up: what you invoiced in the period minus what the period cost, the margin it makes, and how that margin moved against the period before. If nothing was invoiced in the period before, there is no margin to compare, so no change is shown.

Admins see Invoiced and costs by job: the same list without profit or margin. Dispatchers and office staff don't see this list.

Ready to invoice and Money in flight

Owners and admins see two lists on the right.

• Ready to invoice lists finished jobs that have not been invoiced yet, each valued at its accepted quote ex GST, less anything already invoiced. A job with no accepted quote shows No price and adds nothing to the total. Open a job to raise its invoice as a draft, and check it before it goes out.
• Money in flight lists the jobs with invoices out and unpaid, with what each customer owes you incl GST and how much of it is overdue.

Top customers

The customers you invoiced the most in the period, ex GST. Select one to open them on the Customers page.

Export

Select Export to download the month by month ledger as a CSV, or the Xero and MYOB files: invoices for Xero, invoices for MYOB, contacts for Xero and payments for Xero. In the ledger CSV, every amount (invoiced, collected, quoted, won and average invoice) comes as three columns: ex GST, GST and incl GST, so the GST column is always the difference between the other two. Owners also get a Margin % (ex GST) column. The ledger table on the page shows the same months ex GST. Owners and admins also see a link to Settings, Exports for everything else you can download. If you also run live Xero sync, the menu warns you that running both on the same invoices can double them up in Xero. See Sync with Xero.

For an invoice imported from Xero, Overview, Forecast and the ledger CSV use Xero's header total when all three amounts are available, even when the stored lines do not add to it. If a header amount is missing, ONYX1 calculates from the lines. The same rule keeps the invoice page, invoice list, PDFs and email, customer portal, invoice register CSV and overdue reminders aligned. The accounting files in Settings → Exports are separate: the MYOB export lists the stored line items for each included invoice, including invoices that came from Xero.

Job costs and profit

Open a job and look in Money. Invoiced (ex GST) is the sum of that job's linked invoices with a sent or paid status. Draft and void invoices are ignored. Xero-pulled invoices use Xero's amounts when ONYX1 has all three; older or partial rows use the amount calculated from their line items until they are backfilled. Invoices created in ONYX1 and pushed to Xero use the amount entered in ONYX1.

Cost so far includes labour, materials, overhead and expenses. Labour counts only from APPROVED timesheets. Owners also see Profit and Margin, calculated as Invoiced minus Cost so far. Before the first invoice, Invoiced and Profit show Not invoiced yet. Admins, dispatchers and office staff see Invoiced and Costs; field roles do not see job money.

If no overhead rate is set, the Costs block says: No overhead rate set, so costs exclude office, vehicles and software. Set an overhead rate. Profit still uses the recorded costs.

The job money section uses linked invoices and recorded costs. Forecast and quote reporting are separate features and do not change the job's Invoiced or Profit figures.

Forecast

Owners only. Pick how far ahead to look: 30 days, 60 days or 90 days (4, 8 or 13 whole weeks).

Four tiles set the scene:

• Booked work · ex GST: the accepted-quote value of the jobs scheduled in the period, and how many scheduled jobs have no price yet.
• Likely from quotes · ex GST: your open quotes, discounted by the win rate you have actually been running at over the last 90 days. If nothing has been accepted or declined in that time, there is no win rate, and ONYX1 says so rather than guessing.
• Cash expected in · incl GST: what you are owed now plus what your ready to invoice jobs will bring in once invoiced.
• Overdue · incl GST: unpaid invoices that are overdue, past their due date or 30 days old with none set, with a link to chase them.

The main chart shows Booked work and Likely work week by week against your usual week of billing, with the number of jobs booked under each week, so a thin patch shows early. Under What if you win only these?, tick individual open quotes on and off to see what winning each one would do to the weeks above; nothing here is saved.

On the right, Cash expected in lists the invoices behind the figure: overdue first, then due in the next 7 days, then 8 to 30 days, and anything later. Select an invoice to open it. Under them, Once you invoice the ready jobs shows what finished work will add, with the number of jobs in the heading.

Select What if… to open three sliders, average job value, jobs per month and materials margin, and see the effect on projected gross profit. Nothing you enter here is saved. It is a calculation on your own last 90 days, not a promise, and moving a slider changes only that one thing.

If something goes wrong

• Sent to the upgrade page when you open Overview or Forecast: your plan doesn't include Finances. See Plans and what each includes.
• Sent back to Home: your role doesn't have access.
• Some figures are missing on Overview: only owners see profit and margin. Owners and admins see the by-job list, Ready to invoice and Money in flight. Dispatchers and office staff see everything else.
• A job's cost looks too low: labour counts only from approved timesheets. Hours still awaiting approval, or hours with no pay rate set, are left out until that is fixed.
• A job is missing from Ready to invoice: the list only holds jobs whose status is Ready to invoice, and a job without an accepted quote is listed with no price.