Billing & Expenses
Invoice clients, track revenue, monitor billable output, and log expenses — all connected.
The Financials section connects your team's billable time and project expenses to client invoices and revenue reporting — so you always know what you've earned, what's outstanding, and where the money is coming from.
What's included
The Financials section has four pages:
Client Invoices
Create, send, and track invoices — grouped by status
Revenue Dashboard
Agency-level revenue overview — collected, outstanding, and trending
Team Billables
Billable hours and value broken down by employee, project, and client
Team Expenses
All project expenses logged by the team
The three-level architecture
Financial data in Agency OS exists at three scales — personal, project, and organisation. The Financials section is the organisation level:
Personal (Home)
My Time tab
My Expenses tab
Project (record)
Time tab
Expenses tab
Organisation (Financials)
Team Billables
Team Expenses
Every time entry and expense logged at the personal or project level rolls up automatically to the Financials section — no manual aggregation needed.
Client Invoices
Page subtitle: "Track, send, and follow up on every invoice — grouped by status."
Invoices Status (default tab)
Three KPI stat cards at the top:
Collected This Month — invoices marked Paid with a due date in the current month
Outstanding — total value of all pending invoices
Overdue — total value of invoices past their due date
Table columns: CLIENT · PROJECT · NET AMOUNT · DUE DATE · DESCRIPTION · LINE ITEMS · INVOICE
Invoices are grouped by status. The Line Items column shows linked tags for each line item on the invoice — a quick way to see what's included without opening the record.
Filters: Due Date, Project Name.
CTA: "+ New Invoice" (top right)
Paid Invoices by Client (tab 2)
A bar chart showing total paid invoice value per client — useful for a quick read on your top revenue relationships.
Below the chart: Paid Invoices History — a pivot table with clients as rows, months as columns, and a TOTAL column. This is your month-by-month revenue by client, all time.
Filters: Client, Due Date.
Creating an invoice
Click + New Invoice
Select Client and Project
Set Invoice Date and Due Date
Add Line Items — each line item has a Description, Quantity, Rate, and calculated Amount
Save
Line Items are linked records — they can reference time entries or be added manually as fixed-fee items.
Once ready, update the invoice status to make it visible in the client's portal. Clients see their invoices in the Client Invoices section of the Client Portal — filtered to their company only.
Connect Stripe to manage invoice payments directly from Agency OS. Clients can pay via card without leaving the portal. Set up in Settings → Integrations → Stripe.
Revenue Dashboard
Page subtitle: "Your agency's revenue health: collected, outstanding, and trending."
The Revenue Dashboard is the agency owner's financial pulse. It answers the three questions that matter most: how much have we collected, what's still outstanding, and where is the money coming from?
Four KPI stat cards:
Invoices Paid — count of paid invoices
Total Revenue Collected — sum of all paid invoices
Largest Invoice — highest single invoice value
Average Invoice Value — across all invoices
Filter: Filter Date (top right — narrows all charts to a date range)
Five charts (scrolling down):
Monthly Collected Revenue — bar chart showing paid invoice totals per month. Spot seasonal patterns and revenue trajectory at a glance.
Revenue by Client — bar chart showing collected revenue per client. Identify your highest-value relationships.
Outstanding by Client — bar chart showing unpaid amounts per client. Know who to chase.
Invoice Status Breakdown — donut chart. Segments: Paid · Pending · Overdue. Gives an instant read on your AR health.
Revenue by Engagement Type — donut chart. Segments: Retainer · Fixed-Price · Workshop / Advisory · Time-Based / On-Demand. Shows which engagement types are driving the most revenue.
Team Billables
Page subtitle: "Billable hours, value, and team output over time."
Team Billables is the deepest financial page in the template. It answers "where is the money coming from?" at every level: by person, by project, by client, and by engagement type.
Three KPI stat cards:
Total Billable Hours — all time entries across the team
Total Billable Value — hours × each team member's Hourly Rate
Total Time Entries — count of individual time log entries
Filters: Start Time, Team Member
Charts (top section):
Total Billables by Employee — bar chart showing billable value per team member
Billables Over Time — line chart showing billable value by month
Project Billables Breakdown section:
Billable Output by Engagement Type — donut chart showing what proportion of billable value comes from each engagement type
Bar chart showing billable value per project
Three pivot tables (scrolling down):
Billables by Employee
Team member names
Months
Billables by Project
Project names
Months
Billables by Client
Client names
Months
Each pivot table has a SUM row at the bottom showing monthly totals. These tables are the most granular view of billable output in the system.
Total Billable Value ≠ Revenue. Billable value is what your team's time is worth based on Hourly Rates. Revenue is what clients actually pay (Client Invoices). The gap between the two is where you analyse profitability.
Team Expenses
Page subtitle: "All project expenses logged by your team."
Team Expenses is a flat log of every project expense submitted across the agency — the organisation-level view of what your projects are costing beyond team time.
Buttons: Export · Import · + New Expense
Filters: Project, Client, Created By, Category
Table columns: PROJECT · CATEGORY · COST · DATE · CREATED BY · RECEIPT
Project names are clickable links
Created By names are clickable links
Categories: Supplies · Software · Other · Travel · Client Lunch
Receipt column holds file uploads (proof of expense)
Flat list — no grouping. Use filters to narrow by project or team member.
The detail view for individual expenses lives on each Project record → Expenses tab. Team Expenses is the org-level rollup for the agency owner or finance lead.
Key fields and concepts
Total Billable Value
What the team's logged hours are worth (hours × Hourly Rate). Not the same as invoiced revenue.
Total Expenses
Sum of all expense records linked to a project or the organisation.
Expense Amount
The cost of an individual expense record (displayed as "Cost" in the table).
Remaining Budget
Project Budget minus Total Billable Value minus Total Expenses.
Budget Health %
Automated formula: Remaining Budget ÷ Budget. Visible on the Projects page and project record.
Make it yours
The Financials section works out of the box for most agencies. When you're ready to extend it:
Generate PDF invoices: Connect DocsAutomator (native Noloco integration) to auto-generate branded invoice PDFs from your invoice records — Settings → Integrations → DocsAutomator.
Add per-expense markup: Markup Percent and Billable Amount fields exist on expense records but are hidden by default. Unhide them in Build Mode if you bill expenses to clients at a marked-up rate.
Automate overdue alerts: Use Noloco's Slack integration to send a message to your finance channel when an invoice becomes overdue — no more manual checking.
Connect Stripe for client card payments directly from the portal.
See Customising Your Agency OS for the full integrations guide.
Tips
Check the Revenue Dashboard weekly, not monthly. The Outstanding by Client chart tells you who to chase before the overdue date arrives — proactive beats reactive.
Understand the difference between billable value and revenue. Team Billables shows what your time is worth. Client Invoices shows what you've charged. If the gap is growing, your pricing or invoicing cadence needs attention.
Log expenses the same day. Receipt uploads go cold fast — so do memories of what the expense was for. A 60-second expense log at the time of purchase saves 20 minutes of reconstruction later.
Use Paid Invoices by Client (tab 2) for account reviews. The pivot table shows you at a glance how much each client has paid, month by month. It's the fastest way to prepare for a renewal or upsell conversation.
What's next?
With your financial tracking in place, set up your client-facing experience. Head to Client Portal to see exactly what clients see — and how to configure their access.
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