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Financial accounting where every amount drills down to its source document

FlowFix is a management accounting system for clear, convenient planning, execution and control of Cash Flow budgets and P&L (profit and loss) budgets for every project, with advanced bank accounting capabilities for project finance.

  • Cash Flow and P&L from source documents
  • Any amount drills down to its document
  • Projects and group companies in one system
Request a demo How the accounting works
Cash Flow · Project Orion · March 2026
Budget item Plan, £ Expected, £ Actual, £ Remainder, £ A/P, %
1 Receipts from customers 52,000,000 36,000,000 36,000,000 0 69
2 Purchases −30,000,000 −28,200,000 −18,400,000 −9,800,000 61
2.1 Materials −18,000,000 −18,400,000 −18,400,000 0 102
2.2 Equipment −10,500,000 −9,800,000 0 −9,800,000 0
3 Contractors and services −9,000,000 −6,300,000 −6,300,000 0 70
4 Taxes and levies −2,400,000 −2,150,000 −2,150,000 0 90
Net cash flow 10,600,000 −650,000 9,150,000 −9,800,000 86

Click an amount in the ‘Expected’ or ‘Actual’ column to open the documents that make it up

What is FlowFix?

FlowFix is the working environment of an efficient company’s finance team. It replaces the ‘accounting system plus Excel’ combination wherever you need project budgets, item-level plan vs actual, control of contracts and loans, and reporting to the bank. Bookkeeping stays in your existing accounting system.

  1. 1.1

    Live item-level accounting

    Problem: Actuals are copied into Excel once a month, so the budget always lags behind reality.

    The FlowFix solution: The budget fills itself from documents in real time, the moment they are entered.

  2. 1.2

    Proof for every amount

    Problem: Answering ‘where does this amount come from?’ takes hours of digging through statements and files.

    The FlowFix solution: Any amount in budgets and reports drills down to its source document.

  3. 1.3

    Bank reporting in order

    Problem: Reports for the bank take several days to compile by hand.

    The FlowFix solution: Records follow the bank’s structure, and reports are generated from the data.

  4. 1.4

    One system for the group of companies

    Problem: Each legal entity keeps its own file, and the consolidated picture never comes together.

    The FlowFix solution: All legal entities, projects and staff in one place, under the same accounting rules.

Budgets that build themselves from documents

The core of FlowFix is project budgets built from source documents: payments fill the Cash Flow budget, and completions (acts and certificates for accepted work) fill the P&L budget. Each amount is assigned to a budget item, month, project and object the moment it is entered, so plan vs actual is always up to date and any amount drills down to its document.

Cash Flow · Project Orion · March–April 2026
Budget item March 2026April 2026
Expected, £ Actual, £ Remainder, £ Expected, £ Actual, £ Remainder, £
2 Purchases −28,200,000 −18,400,000 −9,800,000 −12,000,000 −21,800,000 9,800,000
2.1 Materials −18,400,000 −18,400,000 0 0 0 0
2.2 Equipment −9,800,000 0 −9,800,000 −12,000,000 −21,800,000 9,800,000
3 Contractors and services −6,300,000 −6,300,000 0 −4,100,000 0 −4,100,000
Total expenses −34,500,000 −24,700,000 −9,800,000 −16,100,000 −21,800,000 5,700,000

Payment No. 231 was expected in March but went through on 6 April: March keeps a ‘Remainder’ and April’s ‘Actual’ grows

  1. 2.1

    A budget built from documents

    Payments fill the Cash Flow budget and acts fill the P&L budget. Nobody copies actuals over by hand.

  2. 2.2

    Plan, expected and actual

    A document’s planned date feeds ‘Expected’ and its actual date feeds ‘Actual’. A cash gap is visible in advance.

  3. 2.3

    Any amount, down to the document

    Click a cell to see the payments and acts that make it up.

  4. 2.4

    Cash and accrual

    The Cash Flow and P&L budgets are built on the same contracts, so they always agree.

  5. 2.5

    One entry, every dimension

    A contract line carries the project, object and budget items, and the amount is allocated across them automatically.

  6. 2.6

    No adjusting totals by hand

    Totals and balances are calculated from documents; signs and internal transfers are handled automatically.

All accounting capabilities in detail

A CFO’s question, answered in FlowFix in a minute

FlowFix answers a finance team’s everyday questions not with a report on request, but with a screen that is already open: the budget, the list of accounts or a report whose cells drill down to documents.

  1. 3.1Why is ‘Materials’ over budget in March?

    Where to look

    1. Project
    2. Cash Flow
    3. March ‘Actual’ cell

    What you see

    The ‘Actual payments’ breakdown: which payments, under which contracts and on which dates. Clicking a payment opens its record with the scan.

  2. 3.2Where will we have a cash gap?

    Where to look

    1. Project
    2. Cash Flow
    3. ‘Expected’ by month
    4. ‘Net cash flow’ result row

    What you see

    All scheduled payments and receipts by month against the plan, before the gap happens.

  3. 3.3Which payments were pushed to next month?

    Where to look

    1. Project
    2. Cash Flow
    3. ‘Expected’ and ‘Actual’ in adjacent months

    What you see

    The payment was expected in March but went through in April: March keeps a ‘Remainder’ and April’s ‘Actual’ grows. The breakdown shows which payment it is.

  4. 3.4What is the project’s financial result to date?

    Where to look

    1. Project
    2. P&L
    3. Result rows
    4. ‘For the whole period’ block

    What you see

    Gross and net profit over the project’s entire history, built from acts and closing documents.

  5. 3.5How is the budget performing this year?

    Where to look

    1. Project
    2. Cash Flow or P&L
    3. ‘For the current year’ block
    4. ‘A/P, %’ and ‘A/E, %’ columns

    What you see

    Execution against the plan and against what documents have scheduled, as a percentage for every item.

  6. 3.6How much does a single object cost, such as a workshop, a warehouse or a building?

    Where to look

    1. Project
    2. Budget
    3. Object filter

    What you see

    Plan, expected and actual for the selected object alone: the whole budget is recalculated.

  7. 3.7How much have we paid over and above accepted work?

    Where to look

    1. Project
    2. Cash Flow and P&L
    3. The same budget item

    What you see

    The difference between payments in the Cash Flow budget and accepted work in the P&L budget for the item: advances not yet closed by acts.

  8. 3.8How do we put a quarterly tax in the right month?

    Where to look

    1. Payment without a contract
    2. Closing document
    3. Actual date = accrual date

    What you see

    The expense lands in the P&L budget in the month of accrual and in the Cash Flow budget in the month of payment.

  9. 3.9One contract for several projects: how do we allocate the costs?

    Where to look

    1. Contract
    2. A line for each project
    3. Payment → split across lines

    What you see

    A single payment fills the budgets of all the projects at once, each part in its own item.

  10. 3.10The account balance doesn’t match the bank

    Where to look

    1. Accounts
    2. Click the balance

    What you see

    A statement of posted payments with signs: the total equals the balance, and you can see which payment is missing or not yet posted.

  11. 3.11How much cash does the group have, and where?

    Where to look

    1. Accounts

    What you see

    All accounts of every group entity, with totals for each currency.

  12. 3.12The bank asks us to confirm an amount in a report

    Where to look

    1. Budget or report
    2. Click the amount

    What you see

    The documents that make up the amount, with links to each one.

  13. 3.13How much do we pay the banks next month?

    Where to look

    1. Reports
    2. Credit payment calendar

    What you see

    Plan, actual and remainder of principal, interest and fee repayments for every contract.

13 rules behind every FlowFix calculation

You can trust the amounts in FlowFix: the accounting rules are built into the system and do not depend on how careful the user is. Select a rule to see how it works.

  1. 4.1

    A single source of truth

    Actual = Σ posted documents

    Budget actuals and expected amounts, account balances, loan debt and report metrics are all calculated from payments and completions. Only the plan is entered by hand.

    What it means for the finance teamBudgets, balances and reports never diverge, because they share one source.

  2. 4.2

    Cash and accrual on the same documents

    Payment → Cash Flow · Completion → P&L

    The Cash Flow budget shows when money went out and came in; the P&L budget shows when work was accepted. If an advance has been paid but the work is not yet accepted, the cost is already in the Cash Flow budget but not yet in the P&L budget.

    What it means for the finance teamCash gaps and the financial result come from the same contracts.

  3. 4.3

    Item-level accounting

    Contract line → project · object · item

    Every line of a payment or act refers to a contract line, which carries the project, object and budget items. A payment without a contract carries its own project and item.

    What it means for the finance teamPlan vs actual by item, with no manual allocation at month-end.

  4. 4.4

    Real time

    Document posted → budget updated

    Changing an amount, date, item or project immediately recalculates the old and new budget cells, the account balance and the loan metrics for every user.

    What it means for the finance teamAmounts are current at any moment of the day, not only after month-end close.

  5. 4.5

    Two dates per document

    Planned date → Expected · Actual date → Actual

    A payment’s status follows from its actual date. For taxes, the closing document can be dated to the accrual period.

    What it means for the finance teamPlan, forecast and actual in one table; costs are recognised in the right period.

  6. 4.6

    The system sets the sign

    Recipient → ‘+’ · Payer → ‘−’

    Amounts are entered as positive values, and the direction comes from your company’s role in the transaction.

    What it means for the finance teamSign errors are impossible, and the P&L and Cash Flow budgets never disagree on the sign of the same money.

  7. 4.7

    Internal transfers do not distort the budget

    Own account → own account = 0 in the budget

    A bank tranche, a loan repayment and transfers between your own accounts change balances but never enter the project budget.

    What it means for the finance teamReceipts are not inflated by the loan amount.

  8. 4.8

    Cost allocation by project and object

    1 contract → N projects · N objects

    The contract is signed by a legal entity, and the project is set on each contract line. Payments and acts are split across projects, objects and items.

    What it means for the finance teamCosts by project and object without manual allocation.

  9. 4.9

    Planning for the whole project term

    Month · Year · Whole period

    Each item has three independent plans. The ‘Not distributed’ row shows how much of a parent item’s limit has not yet been allocated to its items.

    What it means for the finance teamA multi-year project budget and the annual budget in one table.

  10. 4.10

    One methodology

    Gross profit → … → Net profit

    Ready-made P&L and Cash Flow templates with result rows that never double-count. An item structure can be saved as a template and applied to every project.

    What it means for the finance teamProjects are comparable with one another.

  11. 4.11

    Every amount is transparent

    Total → document → scan

    Any non-zero amount in budgets and reports opens into a list of documents with links to each one.

    What it means for the finance teamEvidence for management, auditors and the bank in one click.

  12. 4.12

    The deal rate, not the central bank rate

    Contract amount × deal rate = amount in project currency

    The budget is kept in the project currency. If a contract is in another currency, the exchange rate for that currency pair is entered on the document.

    What it means for the finance teamThe rate in the books equals the bank’s actual rate for the transaction.

  13. 4.13

    Balances from source documents

    Balance = opening balance + credits − debits

    An account balance is calculated from posted payments, and filtering the payments list by account turns it into a statement.

    What it means for the finance teamTreasury control of balances across all legal entities and currencies.

One system for the whole group of companies

FlowFix runs in the browser: all legal entities, projects and staff work in one secure space, with roles and real-time updates.

“Accountant” role — tick the permissions yourself
Section CreateViewEditDelete
Space — — —
Users —
Roles
Companies ✓
Projects ✓
Objects ✓
Project works ✓
Counterparties ✓ ✓ ✓
Contracts ✓
Subjects ✓
Credit subjects ✓
Payments ✓ ✓ ✓
Payments registries ✓ ✓ ✓
Completions ✓ ✓ ✓
Accounts ✓
Financial Centers ✓
Budget items ✓
Budget templates
Reports ✓

This is how a role is set up in FlowFix: permissions for every section across four actions

  1. 5.1

    Collaboration

    Colleagues’ changes appear without reloading: post a payment and the budget updates for everyone.

  2. 5.2

    Roles and permissions

    Four ready-made roles and a role builder: ‘19 sections × 4 actions’.

  3. 5.3

    Fast at large volumes

    A list of tens of thousands of payments opens in 0.1 seconds.

  4. 5.4

    Turnkey implementation

    A specialist sets up the space, transfers your data and hands the space over to you.

More about the platform

Great fit for property developers

For developers, FlowFix covers the full project-finance cycle: credit contracts with an estimate by the bank’s items, escrow, payments registries and bank form export, all on the same data as the budgets.

Cumulative report · Loan 045/PF · as at 31/03/2026
Item → counterparty Planned cost, £m Contract value, £m Completed, £m Paid, £m Unclosed advance, £m
2.3Construction and installation works 520.0 486.3 212.4 251.9 39.5
Monolith Build Ltd — 486.3 212.4 251.9 39.5
2.4Facade works 164.0 158.7 96.1 101.3 5.2
FacadePro Ltd — 158.7 96.1 101.3 5.2

Click an unclosed advance to drill down to payments and acts

Unclosed advance = paid − completed: +£m39.5
  • Paid 14 payments 31/03/2026 +£m251.9
  • Completed 9 valuations 31/03/2026 −£m212.4
Unclosed advance = paid − completed: +£m5.2
  • Paid 6 payments 31/03/2026 +£m101.3
  • Completed 4 valuations 31/03/2026 −£m96.1
  1. 6.1

    The credit contract in a single record

    An estimate by the bank’s items, payments registries, drawdowns, repayments and escrow.

  2. 6.2

    Bank form export

    The bank’s reporting template is filled from your records in one click, and data warnings are visible before submission.

  3. 6.3

    The group’s credit portfolio

    Escrow coverage of debt, net debt and the weighted average rate, always up to date.

  4. 6.4

    Developer scenarios

    Payments without a contract, framework contracts, general contracts covering several phases.

All capabilities for property developers

Who FlowFix is for

FlowFix is built for companies and groups of companies whose finance team needs project budgets, item-level plan vs actual and contract control. It does not replace bookkeeping; it works alongside it.

FlowFix is a good fit if

  • You have a group of companies or several business lines and projects
  • Budgets are kept in Excel and actuals are copied in by hand
  • Management and owners need to see quickly what makes up an amount
  • There are many contracts with contractors and suppliers, with payments made in advances and by stage
  • You have loans and report to the bank
  • Your projects run in several countries and currencies

FlowFix will not replace

  • Your accounting system: journal entries, tax accounting and statutory reporting
  • Production, warehouse and work schedule management
  • CRM and sales records: customer and deal management

What each role gets

The finance director, owner, financial analyst, treasurer and project manager all work in one system, each with their own permissions and screens.

  • Finance director (CFO)

    Key question

    Where will the cash gap be, and what makes up this amount?

    What to open in FlowFix

    Cash Flow and P&L: Plan, Expected, Actual; drill-down from a cell to documents

  • Owner, managing director

    Key question

    What is the financial result by project, and how much does the group owe the banks?

    What to open in FlowFix

    P&L result rows and the group’s credit portfolio

  • Financial analyst, planning specialist

    Key question

    How is the budget performing by item, and where is it overspent?

    What to open in FlowFix

    A/P and A/E by item, the ‘Not distributed’ row, the budget by object

  • Treasurer, accountant

    Key question

    How do we post payments without getting the balances wrong?

    What to open in FlowFix

    Payment allocation, bulk posting, balances and account statements

  • Contracts team

    Key question

    How much is contracted, completed and paid, and where are advances outstanding?

    What to open in FlowFix

    Contract lines, framework contracts, the cumulative report

  • Bank relations specialist

    Key question

    How do we submit the bank report quickly and without errors, and get the tranche?

    What to open in FlowFix

    Credit estimate, registries, drawdowns, bank form export

  • Project manager

    Key question

    How much does the object cost, and are we on plan?

    What to open in FlowFix

    The budget filtered by object

  • Auditor, lender’s representative

    Key question

    Can we check the amounts without breaking anything?

    What to open in FlowFix

    The ‘Guest’ role (view only) and drill-down from any amount to its document

How to get started with FlowFix

You can start in a few minutes: sign up, complete the setup wizard, and add a company and a project. The project immediately gets Cash Flow and P&L budgets with a ready-made item template.

  1. 1

    Sign up

    Sign up with your email address. FlowFix runs in the browser, so there is nothing to install.

  2. 2

    Setup wizard

    Four steps: language, your name, the space name and appearance. You become the owner of the space.

  3. 3

    Companies and accounts

    Add the group’s legal entities and their current accounts with opening balances.

  4. 4

    Project and budget

    Create a project: the Cash Flow and P&L budgets appear automatically, and a ready-made item template is applied in one click.

  5. 5

    Contracts

    Add contracts with contractors and suppliers; on each contract line, set the project, object and budget items.

  6. 6

    Payments and completions

    Post payments and acts: actual and expected amounts appear in the budget straight away.

  7. 7

    Team

    Invite colleagues by email or link and assign their roles.

Turnkey implementation: a support specialist creates the space, configures it, transfers your data and hands ownership over to you.

See FlowFix on live data

We will show you the system in a demo space and explain how it can help bring order to management accounting in your company.

Request a demo