Finance

The agency-wide home for all Invoices, Purchase Orders, and Cost Estimates. Search, filter, sync to Xero, and track receivables across every Job in one place.

The Finance page is the agency-wide home for everything financial: every Invoice, Purchase Order, and Cost Estimate across all Jobs, in one searchable, filterable place.

Because Agencydesk is built exclusively for agencies, billing isn’t a bolt-on. Invoices are tied directly to the work done and the time tracked against each Job. By the time you reach the point of invoicing, the rates, the Billing Tier, and the client’s payment terms are already baked in from the start. There’s no checking whether rates are correct, whether everything billable has been captured, or what terms apply. It’s all integrated because it all lives in one native system, which is also why it syncs so cleanly with accounting platforms like Xero (currently the only accounting integration).

Two places finance lives

Agencydesk shows financial information at two levels, and it helps to know the difference:

• The main Finance page (this page, in the left menu). An agency-wide view of all Invoices, POs, and Cost Estimates across every Job. This is where the finance team searches, filters, syncs, and tracks receivables.

• The Financial tab inside a Job. A Job-scoped view showing only that Job’s Invoices and Purchase Orders, where Account Executives create and issue them as work progresses. See Financial.

The two stay in sync automatically. An Invoice raised on a Job appears instantly on the main Finance page.

Navigating to the Finance page

1

Click Finance in the left-hand navigation, under the Admin section.

2

The page opens on the Invoices tab. Switch between Invoices, Purchase Orders, and Estimates using the tabs at the top.

The main Finance page is visible only to users with a Finance role or higher. Anyone with access to the page can do everything on it: issue, sync, void, and mark POs as paid across the whole agency. Access to financial data is controlled by role (see Users).

The three tabs

Invoices

Every Invoice across all Jobs, grouped by status so you can focus on what needs attention:

• Issued — Invoices that have been issued to clients.

• Unpaid — Issued Invoices still awaiting payment.

• Unsynced — Invoices not yet pushed to Xero.

• Draft — Invoices still being prepared, not yet issued.

Each row shows the Invoice number, Invoice name, Client, Account Executive, date, status, the % of Job it represents, amounts excluding and including tax, a paid indicator, and a sync control.

Purchase Orders

Every Purchase Order raised to Suppliers across all Jobs, grouped under an Unpaid status. POs capture the cost side of Job delivery: outsourced work, media buys, print, licences, and any third-party spend.

Each row shows the PO number, Title, Supplier, issue date, Deliver By date, amounts excluding and including tax, and a Paid indicator.

POs can be marked paid manually using the Paid control on the row. This lets the finance team manage and reconcile supplier payments directly on the Finance page as they’re settled.

Estimates

Every Cost Estimate across all Jobs, grouped by status:

• Draft — Estimates still being prepared.

• Approved — Estimates that have been approved.

Each row shows the CE number, Title, Client, date, status, and amounts excluding and including tax. This gives finance and leadership a single view of what’s been quoted and is potentially in the pipeline, before it converts into active, billable work.

Working on the Finance page

The following controls apply across the tabs.

Status tabs and counts

Each tab shows live counts next to each status (for example, Unpaid 209), so you can see the size of your outstanding book at a glance.

Date range

Use the date-range selector to focus on a specific period. Totals and the list update to match the selected range.

Search

Search across the current tab to find a specific Invoice, PO, or Estimate by name, number, or Client.

Totals

The running totals (excluding and including tax) reflect the current filter and date range, giving finance an immediate read on the value in view.

Show Receivables

Click Show Receivables to open the Monthly Receivables by Due Date view. It collates all the invoices returned for the selected period and presents them as a month-by-month chart of what’s due, split by currency (for example, ZAR and USD shown as separate colours in each month’s bar).

An Include Draft Invoices toggle lets you choose whether draft Invoices are counted in the projection:

• Off — only issued Invoices are included, showing confirmed receivables.

• On — draft Invoices are added in too, showing a fuller forward view of what could be collected if everything in progress is issued.

Great for cash-flow planning across currencies. Agencies working with both local and international clients can see, month by month, how much is due in each currency, and toggle drafts in to stress-test the pipeline. It turns the invoice list into a forward-looking collections view without any exporting or spreadsheet work.

Export CSV

Click Export CSV to export the current view for reporting, reconciliation, or sharing with a bookkeeper.

Syncing to Xero

Invoices sync to Xero directly from Agencydesk. On the Invoices tab, the Synced column shows each Invoice’s sync state, with a Sync control to push an Invoice that isn’t yet in Xero.

An Invoice can be synced once it has been issued. On the Finance page the finance team handles syncing, and the same issued Invoice can also be synced from within the Job’s Financial tab by the Account Executive. Both routes push to the same Xero record.

Because Agencydesk is native rather than stitched together from separate tools, the data that syncs to Xero (Client, amounts, tax, and departmental line-item detail) is already structured correctly. There’s no mapping or clean-up step before it lands in your accounting system.

Payment updates from Xero

Agencydesk is integrated with Xero’s webhook, so payment status flows back automatically. When a payment is allocated against an Invoice in Xero, Agencydesk updates that Invoice’s status, and the Job’s assigned Account Executive receives an email.

Why this matters for agencies. A lot of agency work can only start once money is in: the deposit invoice, the PR upfront placement fee, the next three-month ad-spend budget. Because payment status updates automatically and the AE is notified by email, the team knows the moment they’re clear to begin, without anyone having to check the accounting system or chase finance for confirmation.

Billing flexibility, built in

Agencydesk keeps billing simple while covering the ways agencies actually invoice. When you raise an Invoice, you can choose how much of the Job to bill:

• Bill items in full — invoice the selected Tasks and Costs at their full value.

• Bill items partially — invoice a percentage of each item, for progress or milestone billing.

• Bill all remaining and close Job — invoice everything left and close the Job in one step.

Because the Billing Tier, rates, and the client’s payment terms were set at the start, they carry through automatically. You don’t re-check rates, re-confirm terms, or manually verify that everything billable has been captured. The workflow already knows.

The layered billing workflow

Billing in Agencydesk follows a natural, layered flow that suits role-based teams:

1. Draft. An Invoice is created in draft on the Job’s Financial tab, usually by the Account Executive as work reaches a billable point.

2. Issue. The Invoice is issued, moving it from draft to a formal issued Invoice. Inside a Job, issuing requires Manager access or higher. On the Finance page, the finance team can issue directly.

3. Sync. The issued Invoice is synced to Xero, either from the main Finance page by the finance team or from the Job by the AE.

4. Payment. When the client pays and it’s allocated in Xero, the status updates automatically and the AE is emailed.

This is where role-based access does real work. Day-to-day delivery and drafting happen on the Job, in the hands of Account Executives and Managers. The whole-agency financial picture, issuing, syncing, receivables, and supplier payments, lives on the Finance page, visible only to the finance team. The structure lets each role own its part of the workflow without stepping on the others.