Docs/Admin/Finance, receivables, and billing
Admin how-to

Use Finance as the billing desk, not an afterthought.

Deucalion Finance now brings together receivables, Team billing, shared credits, and platform-admin credit history so office teams can follow the money inside the same operational system.

Audience

Owners, org admins, finance users, and coordinators who need billing or receivables visibility inside the portal.

Before you start

You need customer account context, quote or work-order linkage where relevant, and the right permission level for billing actions.

Expected outcome

The team can identify overdue invoices, create new receivables, check Team billing state, and understand where platform-admin credit controls begin and end.

Start with Overview

  1. Open Finance and begin in Overview.
  2. Use the attention feed to identify urgent items such as overdue customer invoices, failing Team billing, or low shared credits.
  3. Follow the deep link from the attention item rather than rebuilding the filter set manually.

Work customer receivables

  1. Switch to Receivables when you need customer invoice action.
  2. Filter by customer account, invoice status, quote source, or work order source.
  3. Create a manual invoice or start from a quote/work-order candidate when the commercial work is ready to become a receivable.
  4. Open invoice detail to issue the invoice, record a payment, void, or write it off when needed.

Keep workspace billing separate from customer receivables

Finance covers both kinds of money movement, but they are different desks inside the same workspace.

  • Receivables is about what customers owe your organization.
  • Workspace Billing is about what your organization owes for Deucalion Team seats, shared credits, and hosted billing.

Use Workspace Billing for Team finance checks

  1. Open Workspace Billing when you need the latest Team billing and seat history for the current organization.
  2. Review recurring billing state, invoice history, seat purchases, and shared chat/report credit balances.
  3. Use the billing portal handoff when the official payment workflow needs to continue outside the portal.

Understand Personal Credits and the Credits Ledger

Personal Credits is not a general finance tool for every admin.

  • It is for platform admins only.
  • It shows personal purchases, grants, workspace grants, and the selected user's Credits Ledger.
  • Manual credit grants remain platform-admin-only and are not exposed as a normal org-admin finance power.

Use the right entry point

  • Enter from a customer account when you need full account and billing context together.
  • Enter from a quote or work order when you are turning a specific commercial item into a receivable.
  • Enter from Finance Overview when you are running queue-based office triage.

Troubleshooting

Problem What to check
The invoice feels disconnected from the customer work Follow the invoice back to the customer, quote, or work order rather than treating the receivable as a standalone row.
An org admin cannot see the Credits Ledger grant controls That is expected. Personal credit grants remain platform-admin-only.
The team is using Workspace Billing for customer debt Switch back to Receivables. Workspace Billing is for Team billing, seats, and shared credits only.

Next steps

Finance works best when customer ownership and SLA policy are already clean upstream.

Customers, quotes, work orders, and finance Customer SLAs and service policies

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