Hand a proposal to finance

When a client accepts a proposal, the person who sold it uploads it to Plutus. Finance then sees every payment in it on their To invoice list, on the day it falls due — nobody has to remember to send an email.

1. Upload the proposal (sales, delivery or finance)

1. Open Projects (or Today) and press New proposal.
2. Drop the file in, or tap to choose it — PDF, Word or PowerPoint. The version you sent the client is fine; it does not need to be signed.
3. Plutus reads it and fills in the client, project, total, deposit, milestones, payment terms and PO number. The document stays on the left so you can check each figure.
4. Correct anything that is wrong or missing. The panel at the bottom shows exactly what finance will be asked to invoice.
5. Choose Signed, Accepted or Sent, waiting, and press Send to finance.

Plutus creates the project (or adds to one you pick), files the original in the project's documents, and tells finance.

Sent, waiting means the client has not said yes yet. Finance sees it but nothing is due until you press Client accepted on the To invoice page.

2. Invoice it (finance)

To invoice in the sidebar shows a badge with what is due now. Each card has:

• the client and project,
• the invoice line to paste into Xero (with a copy button),
• the amount excluding and including VAT,
• the invoice date, payment terms and PO number,
• View proposal — the original document, at the payment-terms page when Plutus found it.

When you have raised it in Xero, press Invoiced + set up in Xero and, if you have it, type the Xero invoice number. Whoever sent the proposal is told.

If you cannot invoice yet — a PO is missing, a figure looks wrong — press Can't invoice yet and say why. It goes back to the sender, who fixes it and re-sends.

3. Plutus checks it against Xero

When your Xero data next reaches Plutus, each item you ticked shows Seen in Xero. An item that arrives in Xero without being ticked is marked done for you. If something was ticked but never shows up, Plutus flags it so you can check it was approved.

Retainers and milestones

• Retainers appear once a month, on the invoicing day, for as long as the retainer runs.
• Milestones without a date ("on delivery") wait under When the milestone is reached. When it happens, press Milestone reached — invoice now.

Who can do what

	Upload and send	Tick done or send back	See everything
Owner, admin	✓	✓	✓
Finance	✓	✓	✓
Sales, delivery	✓	—	Their own items