Payments and Reports
Payments and Reports
The Payments and Reports section of Dotify gives you a complete view of the financial flows related to the services you manage for your clients. From recording individual payments to aggregated reports, you have all the tools to monitor revenue, costs, and profit.
Payment Recording
For each deadline, you can record one or more payments, specifying all the details needed for accurate financial management.
Supported Payment Methods
Dotify supports the following payment methods:
| Method | Description |
|---|---|
| Bank transfer | Payment via bank transfer |
| Credit/debit card | Card payment (Visa, Mastercard, etc.) |
| Cash | Cash payment |
| Stripe | Payment via the Stripe platform |
Payment Details
For each recorded payment, you can specify:
- Amount – The amount actually received.
- Payment date – The date the payment was received.
- Payment method – One of the supported methods.
- Notes – Any additional notes (transfer reference, transaction number, etc.).
Tip: Record payments promptly to keep the financial situation always up to date. When you record a full payment, the deadline status can be automatically updated to “Paid”.
Financial Reports (Essential+)
Financial reports are available starting from the Essential plan and offer a detailed overview of your financial flows.
Available Filters
You can filter reports to get exactly the data you need:
| Filter | Options | Description |
|---|---|---|
| Period | Custom dates, month, quarter, year | Select the time range to analyze |
| Status | All configured statuses | Filter deadlines by status (e.g., Paid only) |
| Client | Single or all | Analyze data for a specific client |
| Service type | All configured types | Filter by service category |
| Supplier | All suppliers | Analyze costs by supplier |
Key Metrics
Reports display the following key metrics:
- Total revenue – Sum of all deadline amounts in the selected period.
- Total costs – Sum of all costs (direct and shared) in the period.
- Profit – Difference between revenue and costs (revenue − costs).
- Percentage margin – Profit expressed as a percentage of revenue.
- Payments received – Total amount actually collected.
- To be collected – Outstanding amounts not yet paid.
Tip: Compare reports from different periods to identify growth trends, most profitable services, and clients with the best margins. This information is valuable for strategic decisions in your business.
Shared Costs
Not all costs are attributable to a single deadline or client. Shared costs allow you to manage expenses that involve multiple clients or services simultaneously.
Shared Cost Examples
- Dedicated server – A server hosting websites for 10 different clients.
- Software license – A multi-site license used for multiple projects.
- CDN service – A shared CDN plan across multiple websites.
- Backup service – A centralized backup solution for all clients.
Cost Allocation
For each shared cost, you can define how to allocate it:
- Select the deadlines and/or clients to distribute the cost across.
- Define the allocation share for each item.
- Dotify automatically calculates the impact on the individual profit of each deadline.
Cost Frequency
Shared costs (and direct costs) can have different frequencies:
| Frequency | Description | Example |
|---|---|---|
| Monthly | The cost recurs every month | Monthly cloud server fee |
| Quarterly | The cost recurs every 3 months | Quarterly license |
| Annual | The cost recurs every year | Annual license renewal, annual server fee |
| One-time | A cost incurred only once | Initial server setup, migration |
Tip: Always record shared costs with the correct frequency. Dotify will automatically normalize them in reports to give you an accurate profit view on a monthly, quarterly, or annual basis, regardless of the original frequency.
Automatic Price History
Dotify implements an automatic price versioning system. Every time a deadline’s amount or cost is modified, the system:
- Records the previous value with the effective date.
- Saves the new value with the start date.
- Maintains the entire history of price changes.
This allows you to:
- Verify how prices have changed over time for a specific service.
- Analyze the evolution of margins over the years.
- Have complete documentation in case of disputes or clarification requests from clients.
- Generate accurate historical reports that reflect the actual prices of each period.
Profit Calculation
Dotify automatically calculates profit for each deadline, client, and at the overall level. The calculation takes into account:
| Component | Sign | Description |
|---|---|---|
| Revenue | + | Deadline amount paid by the client |
| Direct costs | − | Service cost from the supplier |
| Shared costs (share) | − | Allocated share of shared costs |
| = Profit | Revenue − Direct costs − Shared cost share |
Profit Visualization
Profit is visible at different levels of detail:
- Per individual deadline – How much you earn on each individual service.
- Per client – The overall profit generated by a client.
- Per service type – Which service categories are most profitable.
- Per period – Profit trend over time.
- Overall – The total profit of your business.
Tip: Regularly analyze profit by service type. You may discover that some services have very low or even negative margins once shared costs are considered. This awareness allows you to revise pricing or focus on the most profitable services.