Financial Management with Pryseflow

Good financial management starts with accurate business records.

As sales, customers, suppliers and expenses increase, it becomes harder to understand the financial position of the business when invoices, payments, bills and receipts are managed in different places.

Pryseflow brings key financial workflows into the same business environment used for sales and operations.

This helps businesses keep a clearer record of what they have sold, what customers owe, what has been paid, and what the business is spending.

1. Manage the Invoice Lifecycle

Pryseflow invoices are structured financial documents connected to customers, products, payments and other business activity.

An invoice can include:

• Customer

• Issue date

• Due date

• Invoice number

• Purchase or sales references

• Currency

• Products or services

• Quantities

• Unit prices

• Tax

• Discounts

• Notes

• Footer information

Pryseflow calculates the subtotal, discount, tax and final total from the underlying line items.

This helps reduce the risk of manually calculating invoice totals.

2. Track Invoice Status Through Payments

Invoices usually begin as drafts.

Once issued, the financial state changes according to the payments recorded against the invoice.

Supported states include:

• Unpaid

• Partially paid

• Paid

• Credit where applicable

Due dates also determine overdue presentation.

Rather than manually changing an invoice to “paid,” Pryseflow uses the underlying payment activity to recalculate its status.

3. Record Partial and Full Payments

Authorised users can record payments against invoices.

A payment can be added, edited or removed where permissions and invoice state allow.

Each payment updates the allocation ledger, remaining balance and invoice status.

This supports situations where customers:

• Pay a deposit

• Pay in instalments

• Settle only part of the invoice

• Complete payment later

The remaining balance stays visible until the invoice has been fully settled.

4. Accept Online Invoice Payments

Where an eligible payment gateway is configured, customers can initiate payment through supported public invoice pages.

Current supported gateway paths include:

• Paystack

• PayFast

• PayPal

M-Pesa can also be represented as a configured payment method, although it does not follow the same hosted gateway flow in every country.

Pryseflow verifies provider responses before posting a successful payment.

A browser redirect on its own is not treated as proof that payment has settled.

5. Use Recurring Invoices

Businesses that bill customers repeatedly can use recurring invoices.

Recurring schedules support:

• Custom intervals

• Daily

• Weekly

• Monthly

• Quarterly

• Yearly

Schedules can include a start date, optional end or occurrence limit, pause controls, reminder behaviour and grace information.

Pausing the recurring schedule stops future invoices from being generated.

It does not remove invoices that have already been created.

6. Manage Refunds and Customer Credit

Authorised users can refund all or part of a paid invoice.

A refund can:

• Return money

• Create customer credit

• Be itemised where supported

Pryseflow keeps the relationship between the refund, original payment and invoice through the relevant ledgers.

Available customer credit can also be paid out through the supported credit-refund workflow.

7. Record Business Expenses

Pryseflow allows businesses to record expenses against vendors.

An expense can include:

• Vendor

• Date

• Reference

• Description

• Currency

• Items

• Tax

• Receipt evidence

• Payment status

Receipt files can remain attached to the expense for later review.

This creates a more structured expense history than keeping receipts separately from the underlying business transaction.

8. Manage Bills and Supplier Payments

Bills represent amounts owed to vendors.

A bill can contain:

• Vendor

• Bill date

• Due date

• References

• Items

• Tax

• Total

Pryseflow supports partial bill payments and recalculates the remaining balance as payments are recorded.

Authorised users can also edit or remove payments where appropriate.

9. Set Up Recurring Bills

Recurring bills can be used for repeated supplier or operating expenses.

The system creates bill instances as they become due.

Changing or pausing the recurring definition affects future bills rather than rewriting historical ones.

This can help businesses maintain a more consistent record of repeated costs.

10. Keep Vendor Records Connected

Vendor profiles help businesses connect supplier information with spend activity.

Vendor records can include:

• Contact information

• Address details

• Tax information

• Registration information

• Account information

The vendor detail view can also connect to:

• Products

• Bills

• Expenses

• Purchase orders

and derive relevant spend statistics.

11. Use Purchase Orders for Procurement

Purchase orders help businesses document stock being ordered from suppliers.

A purchase order records information such as:

• Vendor

• Destination warehouse

• Order date

• Expected date

• Products

• Tax

• Totals

Receiving can be partial, allowing inventory to increase only for the eligible quantity actually received.

This keeps procurement activity connected to inventory rather than treating supplier purchases as separate records.

12. Configure Company Tax Rates

Authorised users can create, update and delete tax rates for their company.

Tax rates can then be assigned to products and document lines.

Importantly, changing a tax rate does not rewrite the values already captured on historical documents. Existing documents retain the financial values that applied at the time.

This protects the integrity of historical transactions.

Pryseflow provides the tools to configure and calculate tax, but the business remains responsible for determining which tax rules apply to its own transactions and jurisdiction.

13. Work with Transaction Currencies

Pryseflow supports transaction currencies.

When an invoice uses a currency different from the company currency, Pryseflow stores the locked exchange rate and base-currency amount used for that transaction.

This means later exchange-rate changes do not rewrite the historical value of the original document.

The company's accounting currency is aligned to its country and can become restricted once transactions exist to protect historical consistency.

14. Understand Product Margin and Performance

Pryseflow product records can bring together information such as:

• Selling price

• Cost of goods

• Margin

• Sales

• Revenue

• Refunds

• Warehouse quantities

• Performance information

This gives businesses a product-level view of commercial performance.

The implementation reference does not confirm a weighted-average-cost accounting engine, so that claim should not be made in the Knowledge Base.

15. Use Financial Reporting

Pryseflow includes a report centre covering both financial and operational information.

Financial report domains include:

• Revenue

• Invoicing

• Contracts

• Expenditure

Operational reporting includes areas such as:

• Customers

• Vendors

• Products

• Marketplace

• Warehouse

• POS

• Staff

Owners can compare eligible companies, while staff remain restricted according to company and report permissions.

Available reporting periods include common ranges such as:

• Today

• Last 7 days

• Last 30 days

• This month

• All time

Revenue reporting may also support longer or custom periods where exposed.

Reports are summaries of the underlying business records.

If a figure needs to be corrected, the correction should be made in the relevant source transaction rather than directly editing the report.

16. Maintain a Clearer Financial Record

Pryseflow's financial value comes from keeping related activities connected.

For example:

Estimate → Invoice → Payment

or:

Vendor → Purchase Order → Bill → Payment

or:

Sale → Refund → Customer Credit

This gives the business a clearer operational record of how financial events developed over time.

Common Questions

Does Pryseflow support partial invoice payments?

Yes.

Invoice payments can be recorded partially, and the balance and status are recalculated after each payment.

Can I create recurring invoices?

Yes.

Pryseflow supports custom, daily, weekly, monthly, quarterly and yearly recurring schedules.

Can I manage recurring supplier bills?

Yes.

Recurring bills are implemented and can generate future bill instances automatically according to their schedule.

Does Pryseflow support multiple currencies?

Pryseflow supports documents using transaction currencies different from the company's currency and preserves the exchange rate used for the transaction.

That is more precise than saying that every currency is automatically supported everywhere.

Does Pryseflow generate Profit & Loss statements?

The implementation reference confirms financial reporting for revenue, invoicing, contracts and expenditure, but it does not specifically confirm a formal accounting Profit & Loss statement.

I would not advertise P&L reporting until that exact report is verified in the released interface.

Does Pryseflow provide VAT or tax-liability reports?

The source confirms configurable tax rates and tax-aware reporting information, but does not confirm a formal VAT return or tax-liability filing report.

Businesses should therefore not rely on Pryseflow as a replacement for professional tax filing or accounting advice.

Does Pryseflow integrate directly with Xero or Sage?

The current implementation reference does not confirm direct Xero or Sage synchronization.

That claim should be removed until an integration is actually implemented and released.

Does Pryseflow calculate weighted average inventory cost?

The source confirms cost-of-goods and margin information at product level, but it does not confirm a weighted-average-cost engine.

I would remove that claim.

Are Pryseflow invoices automatically guaranteed to be SARS-compliant tax invoices?

Pryseflow supports company details, taxes, document templates and invoice data, but the source does not establish a blanket legal guarantee that every invoice automatically satisfies every SARS requirement.

The business remains responsible for configuring its company and tax information correctly.

Build Financial Clarity into the Business

Financial management becomes easier when the underlying records are connected.

Pryseflow helps businesses bring invoicing, payments, refunds, expenses, bills, vendors, purchasing, taxes and reporting into one structured environment.

You still remain responsible for your accounting, tax and regulatory obligations.

But instead of working from scattered records, you have a clearer operational picture of what is being earned, spent, owed and paid.

Invoice. Track. Reconcile. Understand your business with Pryseflow.