Payments and expenses

Know what is collected, what is pending and what each job cost.

Record every receipt and expense against the project it belongs to, send claims through review and approval with proof attached, see the pending balance on each job, and hand your accountant clean exports.

Book a demo See what it does

What does this module do? It runs the operational money workflow of a solar company next to the work. Receipts, expenses, payment requests and refunds are recorded with proof, reviewed, approved and posted, and each project shows what has been collected and what is still pending.

Project payments
Residential · 5 kW on-grid
Job 1042 · Customer: S. Nair
Balance pending
  1. Advance received
    Receipt with proof, verified
    Accounts
  2. Site expense claim
    Transport and labour, approved
    Accounts
  3. Payment request
    Vendor, waiting for approval
    Owner
  4. Final payment
    Due after commissioning
    Sales
Collected and pending shown per jobNext owner: Owner
Example with illustrative data.

How it works

Record, review, approve, post.

Each claim moves through the same short path, and each step records who did it and when.

Record

A user raises a receipt, expense, reimbursement, payment request or refund against a project, with proof attached.

Claim→Proof→Submitted

Review

A reviewer checks the claim, asks for clarification or verifies it. A person cannot verify their own claim.

Submitted→Clarification→Verified

Approve and post

An approver signs it off and accounts post it. Rejected, withdrawn and reversed claims stay on the record.

Approved→Posted→Exported

See the balance

The project shows the amount collected, the amount pending and the claims in each status.

Collected→Pending→By status

What it does

Control over money without a finance degree.

Claims with proof

Six claim types cover income, expense, reimbursement, payment request, refund and adjustment, with files attached as evidence.

  • Attachment rules per category
  • A full event log per claim

Separation of duties

Submit, verify, approve and post are separate permissions, so the person who raises a claim is not the person who approves it.

  • Needs-clarification step
  • Roles decide who can do what

Pending balance per job

Every project shows collected and pending amounts, receivable and payable outstanding, and claims by status.

  • Visible to the right roles
  • Linked to the project record

Receivables and payables

Customer invoices, receipts and credit notes, and vendor bills and payment requests, are tracked with ledgers.

  • Customer and vendor accounts
  • Ageing report included

Bank statement import

Import a bank statement CSV and match each line to a receipt, a vendor payment or an entry, or mark it excluded.

  • Match and unmatch
  • Controlled by a setting

Exports for your accountant

Export claims to Excel, Tally XML or Tally JSON. Your accountant keeps working in the package they already use.

  • Excel, Tally XML and Tally JSON
  • Export history is recorded

Approval

Every rupee spent has a name, a reason and a proof.

Site expenses, vendor payments and refunds are where margins quietly leak. Routing them through review and approval gives the owner a record of who asked, who checked and who approved.

  • Proof attached to the claim
  • Reviewer and approver recorded
  • Clarification requests kept on the claim
  • Reversals leave an audit trail
One expense claim
SubmittedSite transport, with receiptSubmitted
VerifiedBy accounts, not the submitterVerified
ApprovedBy the ownerApproved
PostedExported to TallyPosted

Example entries with illustrative data.

Stock value

Material cost reaches accounts as well.

Purchases, project issues, returns, damage and adjustments are recorded as stock valuation events for accounts, next to the costs on the project.

  • Valuation events for purchase, issue, return and loss
  • Reports by stock, service and warranty dimensions
  • Costs and receipts on the same project

See materials and stock →

Valuation events
PurchasePanels receivedRecorded
Project issueTo job 1042Recorded
Damage or lossOne panel written offRecorded

Example entries with illustrative data.

Also included

Money tools around the claim.

Reports

Finance claims, accounts ageing and export history.

Advance on enquiry

Record an advance when a job is won.

Permissions

Separate rights to view, verify, approve and export.

Service money

AMC and service entries on the same system.

Keep exploring

Connected pages.

Service and AMC →

Money after the job is done.

Reports →

Collections and pending money for owners.

Problems we solve →

Pending collections nobody tracks.

Questions

Common questions.

How does it work with our accounting software?
It sits beside it. HelioLattice runs the operational money workflow next to the job and exports claims to Excel, Tally XML and Tally JSON, so your accountant continues in the package they already use.
Can we see the pending amount on each project?
Yes. Each project shows collected and pending amounts, outstanding receivable and payable, and its claims by status.
Who can approve an expense?
People whose role holds the approval permission. Submit, verify, approve and post are separate permissions, and a user cannot verify their own claim.
Can we attach proof to a claim?
Yes. Files are attached to the claim, and categories can require an attachment before submission.
Can we match bank statements?
Yes. Import a bank statement CSV and match each line to a receipt, vendor payment or entry when the bank matching setting is on for your company.

See collections and costs on your own jobs.

Bring a recent job with an advance, a few expenses and a balance to collect, and we will show it from claim to export.

Book a demo Next: AMC and service