Cashflow & Calendar

The Cashflow & Calendar screen answers the question every workshop operator eventually asks: where is the money, and when is it moving? It composites four layers of financial data — historical snapshots, confirmed transactions, expected receivables and payables, and recurring obligations — into a single calendar view that spans past, present, and future.

This is not a report you generate at month-end. It is a live view that updates as transactions are recorded, invoices are raised, and recurring obligations come due.

Three calendar views

The calendar offers three zoom levels, each designed for a different planning horizon.

Day view breaks the selected date into an hour-by-hour timeline. Each financial event — a payment received, an invoice due, a recurring obligation surfacing — appears at the time it was recorded or is expected. This view is most useful during active operations, when the cashier at Al Futtaim Auto in Dubai needs to see what has happened today and what is still expected before close of business.

Week view buckets events by day across a seven-day span. Each day column shows its net inflow and outflow totals, with individual events listed beneath. This is the planning view for a workshop manager who wants to understand whether Thursday’s parts delivery payment is covered by the receivables expected earlier in the week.

Month view displays daily totals across the full calendar month, with trend indicators showing whether each day’s net position was positive or negative. This is the strategic view — the one that Sharma Motors in Mumbai reviews at the start of each month to understand the shape of cashflow across the period.

Four data tiers

The calendar composites data from four distinct sources, each with a different level of certainty.

Tier 1: Historical

Daily snapshots captured when a business day is closed. These are frozen records — they reflect the actual financial position as it stood at close of day and do not change retrospectively. Historical data appears for any date that has been formally closed through the day-close process.

Tier 2: Confirmed

Active transactions that have been recorded but fall on dates that have not yet been closed. These are real events — money has moved or a transaction has been formally entered — but the day they belong to is still open and could receive additional entries.

Tier 3: Expected (AR/AP)

Amounts derived from entities in the system. An invoice raised against a customer generates an expected inflow on its due date. A supplier bill accepted into the system generates an expected outflow on its payment date. These are projected events based on the current state of receivables and payables.

Tier 4: Expected (Recurring)

Future occurrences generated from recurring obligation rules. A monthly rent payment of $4,500 due on the first of next month appears as a projected outflow on that date. These events are entirely synthetic — they exist because the rule says they should, not because a transaction has been initiated.

Double-counting resolution

When a date has both historical data (from a closed day) and individual confirmed or expected events that fall on the same date, the calendar must decide which to show. The rule is simple: historical tier wins. If a day has been closed and a snapshot exists, the snapshot’s totals are displayed and individual events from tiers 2, 3, and 4 for that date are suppressed.

This prevents the situation where a recorded transaction appears both in the historical snapshot total and as an individual confirmed event, inflating the apparent cashflow. The calendar always shows the most authoritative version of each day’s financial position.

Contact resolution

Every event on the calendar that involves a counterparty displays the resolved contact name. This resolution works across all four tiers — a recurring obligation shows the payee name from its rule, an expected receivable shows the customer name from the entity, and a confirmed transaction shows the contact recorded at the time of entry.

At Muller Werkstatt in Berlin, the week view might show “Bosch Automotive Parts” on Tuesday (a confirmed supplier payment), “Allianz Insurance” on Thursday (a recurring premium), and “Schmidt GmbH” on Friday (an expected customer payment from an outstanding invoice). Each name is resolved from the appropriate source without the cashier needing to cross-reference.

Event ordering

Within any given date, events are sorted by three criteria in sequence:

1. Date — earlier dates first (relevant in week and month views)
2. Tier — historical before confirmed, confirmed before expected, expected/AR-AP before expected/recurring
3. Amount — larger amounts first within the same tier

This ordering ensures that the most certain and most material events appear at the top of each day’s event list.

Integration with other screens

The calendar is a navigation hub, not a dead end.

Drill to Transactions. Clicking a confirmed or historical event navigates to the Transactions list, filtered to show the relevant records. This lets you inspect the detail behind a total — the individual line items, payment methods, and notes that make up a day’s activity.

Drill to Queue. Clicking an expected receivable navigates to the Collection Queue, filtered to the relevant customer or entity. If the calendar shows an overdue customer payment, one click takes you to the queue where you can initiate a collection action — send a payment link, log a follow-up call, or escalate.

CashflowHeader controls

The header bar at the top of the calendar provides two controls:

Month/year picker. Navigate to any month in the past or future. The calendar loads data for the selected period, compositing historical and projected data as appropriate. Past months will be predominantly historical; future months will be predominantly projected.

View selector. Switch between Day, Week, and Month views. The selected date carries across view changes — switching from Month to Day on a date keeps that date in focus.

Date detail panel

Selecting a specific date opens a side panel with the full breakdown for that day. The panel shows every event contributing to the day’s totals, grouped by tier, with contact names, amounts, categories, and directions. This is the detailed view that a bookkeeper at Santos Body Works in Sao Paulo uses when reconciling the day’s activity against bank statements.

Data freshness

The calendar polls for updated data every 30 seconds while the screen is active. New transactions recorded by another team member, payment link completions processed by the payment processor, and status changes on entities all appear within this refresh cycle without requiring a manual reload.

Related pages

• Recurring Obligations — how recurring rules generate Tier 4 projected events
• The CFO Dashboard — the dashboard’s Confirmed Cashflow panel draws from the same data tiers
• Entities & Transactions — how entity lifecycle stages generate Tier 3 expected events
• The Collection Queue — where you take action on overdue receivables surfaced in the calendar