Back-office teams

Finance specialist

The Finance role runs client billing, cash collection and partner settlements in YSEND. You issue and send invoices, record and allocate payments, approve settlements and payouts, and follow receivables and payables in the General Ledger.

Sign inAll role guides

Start-up guide

  1. Open the sign-in link in your invitation, then enter your work email and the password provided.
  2. If you forget your password, choose “Forgot password”, then “Send recovery instructions”.
  3. The Sign in button opens the app in this page’s language.
  4. After sign-in, the «Billing & Finance» screen opens first. Its «Core Finance» section gives you the «Invoices», «Payments», «Settlements» and «General Ledger» tabs.
  5. Review «Month-end billing control» for the last month, then open «Invoices» and filter on «Overdue» to see which invoices need follow-up.
  6. Open «General Ledger» and check «Receivable balance», «Payable balance» and «Period locks» so you know the current balances and which periods are already locked.

End-to-end workflows

Month-end invoicing

Starts when: A billing period ends and the client activity of that period must be invoiced.

  1. On «Billing & Finance», review «Month-end billing control» for the period and check the «Issued invoices» figure.
  2. Open the «Invoices» tab, filter on «Draft» and open each draft to check the client, lines, amounts and currency. If a billable item has no invoice yet, use «Create Invoice».
  3. Select «Issue». The status changes from «Draft» to «Issued» and the invoice becomes a receivable.
  4. Select «Send» to deliver the issued invoice to the client.
  5. Return to «Month-end billing control» and use «Export invoice register» and «Export summary CSV» for your accounting records.
  6. During the following weeks, filter «Invoices» on «Overdue» to follow unpaid invoices.

Result: All invoices of the period are issued and sent, and the invoice register is exported.

Next: The Client Admin of each client receives the invoice and pays it; you then record the payment (see Cash collection).

Cash collection and allocation

Starts when: A client payment arrives on the bank account.

  1. Open the «Payments» tab and select «Create Payment». Choose the invoice and enter the amount received.
  2. Compare the payment with the bank statement and select «Confirm». The payment shows «Confirmed».
  3. Select «Allocate». In «Allocate Payment», choose the open item and the amount, then select «Apply Allocation».
  4. The open balance of the invoice decreases; when it is fully covered, the invoice shows «Paid». For a payment settled outside YSEND, open the invoice and use «Mark Paid».
  5. If a payment was recorded by mistake, select «Reverse» on that payment and record it again correctly.
  6. Open «General Ledger» and check that «Receivable balance» and «Total Overdue» reflect the payment.

Result: The payment is confirmed and allocated, the invoice is «Paid» and receivables are up to date.

Next: Overdue invoices that remain open are followed up with the client's Client Admin; the CEO and Admin read the resulting balances.

Partner settlement and payout

Starts when: Partner activity for a period must be valued, approved and paid.

  1. Open the «Settlements» tab and review the «Pending Approval», «Ready To Invoice» and «Ready To Pay» counters.
  2. Select «Queue Rating» for the date window so that the activity of the period is valued.
  3. With the partner selected in scope, select «Run Settlement». The new settlement shows «Pending Approval».
  4. Check the settlement amounts and select «Approve». The status changes to «Approved».
  5. Approved settlements appear under «Ready To Pay»; select «Create Payout» to prepare the payment to the partner.
  6. Once the transfer is made, select «Mark Paid» on the settlement, then check «Payable balance» in «General Ledger».

Result: The settlement is approved and paid, and the payable balance is reduced accordingly.

Next: The partner's Partner Admin receives the payout; you reconcile the period at month-end.

All features

Commercial

  • Billing & FinanceInvoices, payments, credit notes, aging
  • ContractsService contract lifecycle

Accounting

  • General LedgerGL entries

Core Finance

  • InvoicesInvoice management
  • PaymentsPayment tracking
  • SettlementsSettlement processing

Intelligence

  • AssistantView the current page context, available views and actions, and the assistant connection and memory status.

Work

  • Task ActionsShows work queues and the actions allowed for each task by your role.

What you can open

The areas below describe the access assigned to this role.

  • Finance
  • Assistant
  • Work queue

Everyday tasks

Check receivables and overdue amounts

  1. Open «General Ledger».
  2. Set the period in «Report filters».
  3. Read «Receivable balance» and «Total Overdue», and open «Invoices» filtered on «Overdue» for details.

Correct an issued invoice

  1. Open the invoice from the «Invoices» tab.
  2. To reduce or cancel part of the amount, select «Credit Note»; it is available once the invoice is no longer a draft and is not yet closed.
  3. Use «Void» only when the whole invoice must be cancelled; voiding cannot be undone.

Prepare the month-end files

  1. On «Billing & Finance», go to «Month-end billing control».
  2. Select «Export reconciliation CSV» and «Export invoice register».
  3. File the exports with your accounting records for the period.

Reverse a wrongly recorded payment

  1. Open the «Payments» tab and find the payment.
  2. Select «Reverse».
  3. Record the correct payment with «Create Payment», then «Confirm» and «Allocate» it.

Limits and help

Finance works in the web application only and has no warehouse, transport or mobile app tasks. «Contracts» are read-only for you: contract terms and pricing are changed by the Commercial Admin or Admin. «Period locks» can be viewed but are created or removed by the Platform Admin. Carrier payables are handled by the Partner Admin or Manager.

contact@ysendgroup.com

Help centre

Common questions

Why is «Run Settlement» not available?

The button is active only when a partner is selected in scope. Select the partner first; if you cannot, ask your Admin to confirm your access.

Can an «Issued» invoice go back to «Draft»?

No. Correct it with «Credit Note», or cancel it completely with «Void», which cannot be undone.

Who locks an accounting period?

You can see existing «Period locks» in «General Ledger»; new locks are created by the Platform Admin.