Financial Overview

The Financial module in NexusRMS gives you end-to-end control over your company's billing workflow — from sending quotes to collecting payments. It covers quotes, invoices, payments, credit notes, expenses, payment terms, payment plans, recurring invoices, payment reminders, tax rates, multi-currency support, financial reports, online payments via Stripe Connect, and accounting integrations with Xero, QuickBooks Online, and Sage.

Accessing the Financial module

To open the Financial module, click Financial in the left-hand sidebar. The menu expands to reveal the following pages:

• Quotes — Create, send, and track quotes for clients with electronic approval and signature workflows
• Invoices — Generate invoices from scratch or from accepted quotes, track payment status, and send reminders
• Payments — Record and manage payments received against invoices, with 18 supported payment methods
• Credit Notes — Issue credit notes for returns, overpayments, billing errors, and other adjustments
• Expenses — Track business expenses and link them to projects for accurate profitability reporting
• Payment Terms — Define reusable payment term templates including net terms, split payments, and milestone-based schedules
• Recurring Invoices — Set up automated invoice generation on daily, weekly, monthly, or custom schedules

Document number formats

NexusRMS automatically assigns unique document numbers to every financial record. The prefix and starting number for quotes and invoices are configurable in Configuration > Financial Settings. Other document types use fixed prefixes.

• Quotes — Auto-generated from your tenant prefix settings (default QTE- followed by a four-digit sequence, e.g., QTE-0001)
• Invoices — Auto-generated from your tenant prefix settings (default INV- followed by a four-digit sequence, e.g., INV-0001)
• Payments — PAY-YYYY-#### (e.g., PAY-2026-0001)
• Credit Notes — CN-YYYY-#### (e.g., CN-2026-0001)
• Expenses — EXP-YYYY-#### (e.g., EXP-2026-0001)
• Payment Plans — PP-YYYY-#### (e.g., PP-2026-0001)
• Recurring Invoices — REC-INV-YYYY-#### (e.g., REC-INV-2026-0001)

Key financial flow

The standard billing workflow in NexusRMS follows a clear progression from quoting through to payment collection:

1. Create a quote — Build a detailed quote with line items, discounts, and tax
2. Send for approval — Email the quote or share a public link for the client to review and sign electronically
3. Convert to invoice — Once the client accepts the quote, convert it to an invoice with one click
4. Collect payment — Record payments manually or accept online payments via Stripe Connect
5. Issue credit notes — If adjustments are needed, create a credit note linked to the original invoice

Document statuses

Quote statuses

• draft — Quote is being prepared and has not been sent to the client
• sent — Quote has been emailed or shared with the client
• viewed — Client has opened and viewed the quote
• accepted — Client has approved the quote, either electronically or manually
• declined — Client has rejected the quote, with an optional decline reason
• expired — The valid_until date has passed without client action
• converted — Quote has been converted to an invoice

Invoice statuses

• draft — Invoice is being prepared
• sent — Invoice has been sent to the client
• viewed — Client has opened the invoice
• partial — Invoice has received a partial payment
• paid — Invoice is fully paid
• overdue — The due_date has passed with an outstanding balance
• cancelled — Invoice has been cancelled with an optional cancellation reason
• refunded — All payments on this invoice have been refunded

Payment statuses

• pending — Payment has been recorded but not yet processed
• processing — Payment is being processed by the payment provider
• completed — Payment has been successfully received
• failed — Payment attempt failed, with a recorded failure_reason
• refunded — Payment has been refunded to the client
• cancelled — Payment has been cancelled before processing

Multi-currency support

NexusRMS supports multiple currencies across all financial documents. The default currency is GBP, with full support for USD, EUR, and additional currencies. When creating a quote or invoice, the currency defaults to the client's preferred currency (set on their client record) or your tenant default. All amounts, totals, and tax calculations are performed in the selected currency.

Online payments and integrations

NexusRMS integrates with Stripe Connect for online payment collection. When enabled, invoices include a secure payment link where clients can pay by card directly. The system tracks stripe_payment_intent_id and stripe_payment_status for full reconciliation.

For accounting, NexusRMS provides two-way synchronisation with Xero, QuickBooks Online, and Sage. Invoices and payments sync automatically, with tracking fields (accounting_synced_at, accounting_external_id, accounting_platform) ensuring your books stay consistent.

For EU compliance, NexusRMS supports ZUGFeRD e-invoicing. When a client's billing country is in the EU ZUGFeRD-enabled list, the system automatically generates compliant PDF/A-3 invoices with embedded XML metadata.

Tips for getting started

• Configure your document prefixes first — Go to Configuration > Financial Settings and set your preferred prefix and starting number for quotes and invoices before creating any documents.
• Set up payment terms — Create your most common payment term templates (e.g., Net 30, 50% upfront) so they are available when creating quotes and invoices.
• Connect Stripe early — If you plan to accept online payments, connect your Stripe account in Financial Settings so your first invoice can include a payment link.
• Set client-level defaults — Configure each client's preferred currency, tax rate override, and default payment terms on their client record to save time when quoting.
• Use the quote-to-invoice flow — Rather than creating invoices from scratch, use the quote approval and conversion workflow. This maintains a full audit trail and ensures consistency between what was quoted and what is billed.

Next steps

Continue to the next article to learn how to create quotes, add line items, and configure pricing for your clients.