Finance: from the visit to the invoice

The money

• A trial budget is a promise. Finance has to know, at any moment, what has gone out and what has come in.
• In MAESTRO, the budget, the payments, the services and the invoices sit next to the trial itself.

Budget

• Create a budget with its contract value, currency and dates, then break it into categories and items.
• The budget page answers in four cards: contract value, expenses, revenue and net position.
• Burn rate compares the share spent with the share of time elapsed, and says when you are spending too fast.

Payments

• A payment starts as pending. Approve it, then mark it as paid, with its transaction ID.
• Approved but unpaid payments are already projected, so an over-burn warning comes before the money leaves.

Services

• The service catalog lists what you bill for. Retired services are deactivated, never deleted.
• Each service delivery tracks what was planned, what was done, and what is billable.
• Planned services are never invoiced. And a visit cannot be completed while its services are still open.

Invoices

• At month end, generate the invoice: pick the trial and the service period.
• MAESTRO adds one line per delivery, and bills only what has not been invoiced yet.
• Pass-through costs work the same way: tick the payments, and convert them into an invoice.
• The invoice gets its number, moves from draft, to review, to approved, sent and paid, and downloads as a PDF.
• On visit and schedule screens, rates show only to the people who manage the catalog.

Finance in MAESTRO: from the visit, to the service, to the invoice.