FINANCE VISIBILITY
Seeing your money
clearly
in real time.
Finance Visibility is not accounting. It is the ability to see, at any moment, what has been invoiced, what has been paid, what is overdue, and what is coming. When this domain is tended, financial decisions are made with real data. When it is quiet, cashflow management is an anxiety-driven guess.
Domain 05 · Typical State
Tending
Most active partnerships
KES
Always visible. Never a guess.
All invoices generated inside the system
Outstanding balance visible at a glance
Overdue invoice alerts configured
Recurring retainer invoices automated
Monthly revenue figure accurate within 24 hours
What this domain is
Not accounting. Visibility.
The difference matters.
Finance Visibility is not bookkeeping and it is not accounting. Those are disciplines with their own professionals. Finance Visibility is about whether the business owner can see the financial state of the business clearly, in real time, without waiting for a quarterly report.
What does outstanding look like today? Who has not paid and how overdue are they? What is coming in this month and next month? What is the year-to-date revenue figure right now? These are operational finance questions that every business owner needs answered quickly and correctly.
Yutie manages Finance Visibility through Perfex CRM's invoicing module, configured fully for the business. Professional invoices, automated reminders, recurring retainer invoices, and a real-time financial dashboard that means the owner is never flying blind.
82%
Late payments have no reminder system
Most small businesses have no automated reminder system for overdue invoices. They follow up manually or not at all.
40d
Average overdue payment without automation
Businesses without automated reminder sequences wait an average of 40 days before chasing a late invoice.
30%
Revenue growth from better invoice hygiene
Businesses that clean up their invoicing and collections processes recover an average 30% more of the revenue they were already earning.
What Yutie does here
Every service in this domain,
named and explained.
Every service in Finance Visibility is about giving the business owner clear, real-time sight of the money: what is owed, what has been paid, what is coming, and what is at risk. Nothing here replaces an accountant. Everything here replaces confusion.
01
Invoicing System Setup
A professional invoicing system configured inside Perfex CRM with the business's branding, correct tax configuration, and proper numbering. Every invoice the business sends looks professional and is tracked from sent to paid.
Perfex invoicing module activation and configuration
Branded invoice PDF template (logo, colours, contact details)
Invoice numbering sequence and prefix
Payment terms configuration (Net 7, Net 14, Net 30)
Currency configuration (KES, USD, or multi-currency)
Tax rate setup (WHT at 5%, VAT where applicable)
Item library: standard services with prices and descriptions
02
Payment Tracking Dashboard
A real-time view of the financial state of the business: what is outstanding, what is overdue, and what has been paid. Yutie configures this view and makes it the first thing the owner opens when they want to know where the money is.
Outstanding invoices by client and by age
Overdue invoice list with days outstanding
Payment received log (last 30 days)
Client payment history view
Revenue by month (current year)
Unpaid total at any point in time
Payment reconciliation: invoice matched to payment
03
Automated Overdue Invoice Reminders
The single highest-return intervention in the Finance Visibility domain. Automated reminders eliminate the awkwardness of chasing money manually and dramatically reduce average days-to-payment.
Reminder sequence design (Day 1, Day 7, Day 14 after due)
Reminder email template writing (professional, not aggressive)
Escalation template for Day 14+ overdue
Automated sending configuration
Client opt-out handling
Reminder effectiveness tracking (payment rate before vs after)
Reminder suppression for disputed invoices
04
Recurring Retainer Invoice Automation
For businesses with monthly retainers, automatically generating and sending invoices on the correct date every month eliminates a manual task and ensures the retainer is billed without delay.
Recurring invoice setup per active retainer client
Billing date configuration per client
Automatic PDF generation and email delivery
Retainer amount and scope description on invoice
Escalation trigger if recurring invoice is not paid within 14 days
Annual retainer review schedule reminder
Retainer renewal invoice template
05
Quote-to-Invoice Pipeline
When a proposal is accepted, it should become an invoice with minimal friction. Yutie builds the connection between the proposal system in Relationships and the invoicing system in Finance Visibility.
Accepted proposal triggers invoice creation in CRM
Proposal line items map to invoice items automatically
Deposit invoice (typically 50%) generated on proposal acceptance
Balance invoice template for project completion
Invoice reference linked to proposal for traceability
Client record updated on invoice generation
06
Expense Recording System
Knowing what is coming in is only half the picture. Yutie configures the expense recording capability so the business has a clear view of outgoings alongside income.
Expense categories defined (by common spend types)
Expense entry workflow inside CRM
Receipt attachment per expense record
Recurring expense identification
Monthly expense summary
Expense by category breakdown
Profit and loss view (revenue minus expenses)
07
Cashflow Visibility Dashboard
A cashflow view shows not just what is outstanding today but what is expected in the next 30, 60, and 90 days. This is the planning layer that makes the difference between reactive and proactive financial management.
Expected payment calendar (30, 60, 90 days)
Outstanding invoice aging report
Recurring revenue projection (retainer clients)
Pipeline revenue estimate from CRM
Monthly cashflow summary report
Cashflow shortfall alert threshold configuration
Scenario modelling: what if X clients pay late
08
Multi-Currency Configuration
For businesses billing in more than one currency, Yutie configures multi-currency invoicing so all revenue is visible in a single base currency alongside the original billing currency.
Secondary currency setup (USD, GBP, EUR)
Exchange rate configuration and update schedule
Currency display on invoices (client-facing and internal)
Revenue reporting in base currency (KES)
Foreign income tracking
Currency conversion documentation for accounting handoff
09
Tax Calculation and Compliance Setup
Yutie configures the correct tax treatment for the business's invoicing: Withholding Tax at 5% for applicable service transactions, VAT configuration where the business is VAT-registered.
WHT 5% line item configuration on service invoices
Tax-inclusive vs tax-exclusive pricing setup
Invoice tax summary section
Tax report by period (for accountant handoff)
VAT configuration when KRA VAT PIN is active
Tax-exempt client flag for applicable relationships
10
Client Payment History
A full payment history per client tells the story of the commercial relationship: how reliably they pay, what their average payment time is, and whether there are patterns worth knowing.
Per-client payment history view in CRM
Average days-to-payment per client calculation
Slow payer flag and alert
Client credit terms customisation based on payment history
Payment history summary in monthly review
Overdue escalation for chronically late payers
11
Annual Revenue Reporting
Month-end and year-to-date revenue figures produced automatically from the invoicing system, without manual compilation. This data feeds into the Finance Visibility component of the monthly Shalom Score.
Monthly revenue figure (paid invoices in period)
Year-to-date revenue running total
Revenue by client (top clients by revenue)
Revenue by service type breakdown
Revenue growth: current year vs previous year
Annual summary report for accountant
12
Financial Alerts and Anomaly Detection
Automated alerts when something unusual happens in the financial picture: a client whose invoice is 30 days overdue for the first time, revenue below a threshold for the month, or a gap in recurring income.
Overdue threshold alert (configurable per client)
Monthly revenue below threshold alert
Missing recurring invoice detection
Large invoice sent without credit check
Sudden payment drop alert
Finance anomaly included in monthly Shalom review
Domain States
What each state looks like
in the Finance Visibility domain.
Every domain is classified monthly as Tending, Waiting, or Quiet. Here is what each state means specifically for Finance Visibility.
Tending
The owner always knows where the money is.
When Finance Visibility is Tending, every invoice is in the system, every payment is tracked, overdue reminders run automatically, and the owner can see the financial state of the business in under 60 seconds.
All active invoices in the system (none tracked in spreadsheets)
Overdue invoice reminders running automatically
Recurring retainer invoices generating and sending without manual action
Revenue for current month visible in real time
No invoice older than 30 days without a follow-up action
Monthly cashflow summary available
Waiting
System deployed, historical data being cleaned.
Waiting means Perfex invoicing is configured and active but historical data is being imported, old invoices reconciled, or reminder automations being refined.
Invoicing system configured and active for new invoices
Historical invoice data import in progress
Reminder sequence built but not yet active for all clients
Some invoices still being tracked outside the system
Tax configuration under review
First month of new system running in parallel with old method
Quiet
Finances are managed through Excel, email, and estimate.
Quiet means the business does not have a real-time view of its financial position. Revenue is calculated manually. Overdue invoices are chased when remembered. Cashflow is managed by feel.
Invoices sent as Word or Excel documents from email
No automated overdue reminders
Outstanding balance not visible without manual calculation
Recurring retainer invoices sent manually each month
No expense tracking
Revenue figures require manual compilation
Cashflow managed by checking bank balance
The transformation
What changes when this domain
moves from Quiet to Tending.
Before: domain is quiet or unmanaged
Chasing overdue invoices is manual, awkward, and inconsistent
Recurring retainer invoices are sent manually and sometimes late
The outstanding balance requires manual calculation from email history
Cashflow planning is a guess based on memory
Tax preparation requires reconciling months of email history
After: domain is tended
Overdue invoices trigger automated, professional reminders with no manual effort
Recurring retainer invoices generate and send automatically on the right date
Outstanding balance is visible in real time from the invoicing dashboard
Cashflow for the next 90 days is visible from expected and confirmed payments
Tax preparation is a report export, not a manual reconciliation
Domain connections
How Finance Visibility connects to the other domains.
No domain exists independently. The Shalom Score reflects how each domain affects the others.
03
Relationships
Accepted proposals in Relationships convert directly to deposit invoices in Finance Visibility.
04
Operations
Project completion in Operations triggers the balance invoice generation in Finance Visibility.
06
Stewardship
Financial records are part of Stewardship's data protection and retention scope.
07
Intelligence
Revenue, cashflow, and payment data are key components of the monthly Shalom Score.