Money in and out

Manual payments sit alongside synced ones and count everywhere — revenue, margin, tax. Use it for cash, checks and anything that came through a processor you have not connected.

Dates use your business timezone, so "today" ends when your day ends, not at UTC midnight.

Outstanding is every invoice that has been sent and not yet paid in full, including the ones that are not overdue yet. Overdue is the part of that past its due date. Each figure is a live total of the invoices in the list, so a payment that lands — online, or one you mark paid by hand — moves the numbers at once. Open any invoice to see who it is for, when it went out and what is still owed on it.

Three steps: the customer (type a name and a new customer is saved as you go), the line items (your saved prices are one tap away, or type a description and an amount), then review and Create & email (the button reads Create & share link when the customer has no email address on file). The email carries the total, the line items and, when Stripe is connected, a Pay button. Default terms, the late fee, the tax rate and tips are set on Get Paid's own Settings tab (Invoices) rather than in the business Settings, and each invoice can override them.

An accepted quote can be turned into an invoice rather than retyped.

A recurring customer is two records that DeskOps keeps linked. The contract (Get Paid → Contracts) is the money: the amount, how often it bills, when the first invoice goes out, and whether each invoice is emailed automatically or waits as a draft for you. The plan (Jobs → Plans) is the work: who goes, which days, how long — each visit lands on the Schedule as its own job. Start the contract first; its record offers Book its visits, which opens the plan with the customer and the contract already chosen, and the plan's Bills through field points back at the contract. Pausing or cancelling one does not touch the other, and both confirmations say so.

A discount is an amount on that one invoice, taken off the subtotal and tax, and it cannot be more than the invoice total. There is no per-customer discount rate that applies automatically — each invoice carries its own, so a standing arrangement with a customer is something you apply each time rather than set once.

You can also just tell Des — "spent $240 on gas" logs it, with an undo chip in case it read the number wrong.

Revenue with no costs attached is unknown margin, not 100% margin — DeskOps refuses to print a percentage it cannot stand behind. If margin looks impossible, the usual cause is that money is arriving through one source while costs live in another that is not connected, or that expenses are landing in the wrong category. Check Settings → Expense categories and which integrations are actually syncing.

Expenses is every dollar out in one place — what synced from your bank and books, plus anything you entered by hand. It groups by category, which is the same split the Margin page and the tax packet read from, so what you see here is what those pages are working with.

Categories arrive from your bank or accounting feed and are a guess based on the vendor. Fixing one teaches DeskOps the vendor, so later rows from the same place land correctly. The fix flows through to Margin and to the tax packet, because both read the same categories.

Jobs is owner-only because the by-type view shows per-job margin and your own prices.

Prices are yours to enter — DeskOps never infers what you charge. That is deliberate: a guessed rate would quietly poison every margin number downstream.

Costs are what turn a job from revenue into profit. Until something is attached, DeskOps reports that job's margin as unknown rather than as 100% — a job with money in and nothing out is one whose costs it has not been told about, not a job that cost nothing.

Taxes shows expenses, quarterly estimates and progress through the tax year, and it is where the CPA packet comes from.

The CPA email address comes from Settings → Business profile → CPA Email on a computer, or Settings → Business profile → CPA email on your phone. If the advisor offers to send it, it will show a confirm popup first — it never emails your accountant on its own.

These help you and your CPA see the position. They are not a filing service — DeskOps prepares the numbers, your CPA files the return.

Commissions calculate on payments that land after the closer is assigned. A commission already marked paid is never rewritten — a correction is booked as a new negative entry so the history stays honest.

A customer that arrived from a connected processor or your accounting system is partly editable and partly not, and it is worth knowing which. Email, phone, address, notes, tags and status are yours to fill in on any customer — syncs routinely miss a phone number. The NAME on a synced customer is locked, because it belongs to the connected account and the next sync would only fight you for it; rename them there instead. A customer you added by hand has no locked fields at all.