FlowFix in detail: capabilities, questions and answers, glossary

FlowFix is a management accounting system for companies and groups of companies: project Cash Flow and P&L budgets are built from payments and acts in real time, and every amount drills down to its document. This page brings together all of the system’s capabilities, answers to frequently asked questions and a glossary of terms.

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12 FlowFix capabilities

First comes the accounting core that every company needs. Then the platform for the whole group and the tools for property developers.

2 A The accounting core 6
3 B A platform for the whole group 2
1. 3.1 The whole group and the whole team in one system All group entities, projects, accounts and counterparties sit in one secure space, and the team works in it at the same time.
2. 3.2 Fast at real-world volumes; switch over without losing data FlowFix has been tested on the full history of a large company: tens of thousands of payments and acts.
4 C For property developers: project finance 4

The accounting core

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.

2.1

A live item-level budget: P&L and Cash Flow from source documents

P&L · Gallery Business Centre · March 2026

Budget item	Plan, £	Expected, £	Actual, £	A/P, %
1 Rental income	14,500,000	13,900,000	9,800,000	68
2 Cost of sales	−9,200,000	−8,710,000	−8,710,000	95
2.1 Facilities management	−5,400,000	−5,250,000	−5,250,000	97
2.2 Utilities	−3,800,000	−3,460,000	−3,460,000	91
Gross profit	5,300,000	5,190,000	1,090,000	21

Each project’s budget fills itself: payments go to the Cash Flow budget and completions (acts) to the P&L budget. The moment a document is entered, each amount lands in its own budget item, month, project and object.

Both budgets are created with the project: an item tree of any depth, with numbering that updates itself
Editing a document recalculates the budget at once, and colleagues see the new amounts without reloading
Plans for the month, the year and the whole project term, plan allocation by object, and result rows for the financial result

2.2

Any amount drills down to its document

Group accounts · balances as at 31/03/2026

Account	Company	Balance, £
Current account	Orion Ltd	21,150,000
Current account	Orion Group plc	4,120,000
Deposit account	Orion Group plc	50,000,000
Total, £		75,270,000

Click a balance to open a statement of posted payments

Posted payments on the account: +£21,150,000

Opening balance 01/01/2026 +£12,000,000
Receipt No. 58 Payment from Vector Ltd 18/03/2026 +£36,000,000
Payment No. 214 Contract 17/M 25/03/2026 −£18,400,000
Payment No. 219 Contract 9/S 27/03/2026 −£6,300,000
Non-contract payment NC-12 Property tax 28/03/2026 −£2,150,000

Posted payments on the account: +£4,120,000

Opening balance 01/01/2026 +£10,000,000
Transfer to Orion Ltd Intra-group transfer 10/02/2026 −£5,000,000
Non-contract payment NC-9 Property tax 30/03/2026 −£880,000

Posted payments on the account: +£50,000,000

Deposit placement Transfer between own accounts 02/03/2026 +£50,000,000

One click on an amount shows the documents behind it: dates, contracts, amounts with their signs and links to each document. The same works for budget cells, result rows, account balances, the credit portfolio, the payment calendar and the cumulative report.

In the budget, documents are grouped by month and year, and the ‘To payments list’ button opens the full list already filtered by item and period
A parent item shows its own share of the amount, and a result row shows its breakdown by item
The path works in reverse too: from a contract line to the budget, with the item highlighted

2.3

Plan, Expected, Actual: plan vs actual and a payment calendar in one table

Cash Flow · Project Orion · a payment moved between months

Budget item	March 2026			April 2026
Budget item	Expected, £	Actual, £	Remainder, £	Expected, £	Actual, £	Remainder, £
2.2 Equipment	−13,800,000	−4,000,000	−9,800,000	−12,000,000	−21,800,000	9,800,000

Payment No. 231 was expected in March but went through on 6 April

Besides plan and actual, the budget shows ‘Expected’: everything already scheduled in documents. A document’s planned date feeds ‘Expected’, and its actual date feeds ‘Actual’.

Six measures: Plan, Expected, Actual, Remainder, A/P and A/E
A cash gap is visible before it happens, and a delayed payment shows up as a difference between months
‘For the current year’ and ‘For the whole period’ blocks sit next to the twelve months

2.4

Cash and accrual on the same documents

One contract, two sides of the books · as at 10/04/2026

Contract line	Cash Flow: paid, £	P&L: accepted by acts, £	Difference
Contract 22/E · Equipment supply	−13,800,000	−8,500,000	Unclosed advance £5,300,000
Contract 9/S · Installation and commissioning	−6,300,000	−8,100,000	Owed to the contractor £1,800,000

The difference between payment and acceptance is either an advance or a debt to the counterparty

Actual payments: −£13,800,000

Payment No. 226 Advance 13/03/2026 −£4,000,000
Payment No. 231 Stage 2 06/04/2026 −£9,800,000

Actual completions: −£8,500,000

Invoice No. 118 Equipment, stage 1 31/03/2026 −£8,500,000

Actual payments: −£6,300,000

Payment No. 219 Completed works 27/03/2026 −£6,300,000

Actual completions: −£8,100,000

Act No. 41 Installation, section 1 20/03/2026 −£4,200,000
Act No. 44 Commissioning 31/03/2026 −£3,900,000

A payment is a movement of money; a completion is accepted work. Both documents refer to the same contract lines, so the Cash Flow and P&L budgets always agree.

A payment can be split across contract lines, projects and items; an advance not tied to specific work is allowed
An act is posted line by line against the specification, with ‘Retained advance’ entered for each line
Taxes and duties are posted as a payment without a contract; the closing document for the P&L budget is created automatically and dated to the accrual period

2.5

One entry, every accounting dimension

Hover over a line’s coordinate to highlight where it leads

Contract line

Contract 9/S · Installer Ltd

Production line installation, section 2 · £4,200,000

Project Project Orion
Object Workshop No. 2
Cash Flow item 3 Contractors and services
P&L item 3.1 Installation works
Credit contract item 2.3 Equipment installation

Project Cash Flow Payments on the line go to item 3, the month of payment and the ‘Workshop No. 2’ object Project · Cash Flow item · Object
Project P&L Acts on the line go to item 3.1, the month of acceptance and the ‘Workshop No. 2’ object Project · P&L item · Object
Credit estimate The line appears under item 2.3 on the ‘Credit subjects composition’ tab Credit contract item · Object
Bank form export The contract, acts and payments go into the registries of the bank’s template Credit contract item · Object
Cumulative report Contracted, completed, paid and unclosed advance for item 2.3 Credit contract item

A contract line carries the project, object, Cash Flow item, P&L item and, if needed, the credit contract item. Everything posted against it flows automatically into budgets, objects and reports.

A contract belongs to a legal entity of the group, and one contract can serve several projects
Plan and actual are visible by object: an object set up once works in the budget and in reports
A single entry feeds both management accounts and bank reporting, with no re-keying

2.6

Amounts you can trust without manual checks

How the same transaction reaches the books

Transaction	Account balances	Project Cash Flow
Payment to a supplier: your company is the payer	−18,400,000	−18,400,000 to item 2.1
Receipt from a customer: your company is the recipient	+36,000,000	+36,000,000 to item 1
Bank tranche: credit account → current account	−31,900,000 / +31,900,000	0 – internal transfer
Transfer between group accounts	−5,000,000 / +5,000,000	0 – internal transfer
Interest payment: current account → credit account	−1,240,000 / +1,240,000	0 – counted in the loan metrics

Accounting rules are built into the system and do not depend on how careful the user is.

The system sets the sign from your company’s role in the transaction; internal transfers such as a tranche, a repayment or a transfer between your own accounts do not distort the budget
Totals, balances and loan metrics are calculated from documents, so nobody can ‘adjust the total’ by hand
A list total covers the whole selection, not just the page, and different currencies are never added into one amount

A platform for the whole group

FlowFix runs in the browser: the entire group of companies and the entire finance team work in one secure space, with roles, real-time updates and speed proven on tens of thousands of documents.

3.1

The whole group and the whole team in one system

Custom role example: ‘Accountant’

Section	View	Create	Edit	Delete
Payments	✓	✓	✓	—
Completions	✓	✓	✓	—
Contracts	✓	—	—	—
Budget items	✓	—	—	—
Reports	✓	—	—	—

All group entities, projects, accounts and counterparties sit in one secure space, and the team works in it at the same time.

Colleagues’ changes appear without reloading: post a payment and the CFO’s budget updates
Four ready-made roles and a role builder: ‘19 sections × 4 actions’
A consolidated list of the group’s accounts with totals for each currency, and a shared counterparty directory

3.2

Fast at real-world volumes; switch over without losing data

Measured on a large company’s full database

What we open	Before	After
Completions list, about 16,000 acts	24.9 s	0.06 s
Payments list, about 36,000	8.3 s	0.10 s
Contracts list, about 4,300	3.5 s	0.02 s
App loading after sign-in	about 10 s	about 0.5 s

FlowFix has been tested on the full history of a large company: tens of thousands of payments and acts.

A list of tens of thousands of payments opens in 0.1 seconds, and the acts list in 0.06 seconds
Turnkey implementation: space setup and data transfer with amounts reconciled to the penny
Updates are released without downtime, and the database is backed up every hour

For property developers: project finance

On the same data as the budgets, FlowFix covers what a property developer specifically needs: payments without a contract, framework contracts, escrow, project-finance credit contracts, registries for the bank, bank form export and the group’s credit portfolio.

4.1

Developer scenarios out of the box

How FlowFix posts typical cases

Case	How it looks in the books
Property tax for Q1	Payment without a contract to a Cash Flow item; the closing document puts the expense into March’s P&L
Concrete on call-off orders: 10 t at £100 and 1 t at £1,000	Framework contract: 11 t at a weighted average price of £181.82, value £2,000
Advance of £1.5m against acts for £1.2m	The framework contract’s value is the larger amount: £1.5m
General contract for two phases	One contract with a line for each phase; the payment is split between two budgets
64 off-plan buyer escrow accounts	One master-account row in the accounts list; each account sits in the credit contract’s record

What general-purpose systems make you configure or work around is already built into FlowFix.

Payment without a contract: taxes, duties, contributions and land lease with no dummy contracts, each with a budget item, object and credit contract item
Framework contract: volume, weighted average price and value are calculated from acts and payments
One contract for several projects: a general contract or a supply agreement is split across projects and phases
Escrow: hundreds of escrow accounts roll up into a single master-account row, and the credit account is created automatically

4.2

The full project-finance cycle in a single record

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

The credit contract brings together the ‘item × object × own / credit funds’ estimate, payments registries, drawdowns, accruals and repayments, escrow, the sales plan and the cumulative report.

The estimate is built from the bank’s reference list of items, numbered as in the bank’s template
A payments registry passes through five statuses and is locked once approved; a tranche is created from registries in a single command
Cumulative report: for each item, contracted, completed, paid, unclosed advances and the amount remaining to be paid

4.3

Bank form export in one click

Report generated with warnings · Loan 045/PF

Warning	How many	Amount, £m
Total floor area is missing for an object	1 object	—
Payments without a stated purpose: advance or completed works	12 payments	18.4
Contract lines without a credit contract item	3 lines	7.9
Payments without a contract on a top-level item	2 payments	0.6
Contracts registry consolidated according to the bank’s rules	48 → 41 rows	—

Warnings are visible before the file is sent to the bank

FlowFix fills the developer’s project-finance reporting template for the bank with accounting data: technical and economic indicators, the cost calculation, the construction schedule, and registries of contracts, completed works and payments. The export currently covers Russian project-finance reporting forms; new forms are added on request.

The template’s formulas, drop-down lists and control columns work exactly as they do at the bank
The template expands to any volume: on real data, 4,564 of 4,564 rows were exported in about 5 seconds
After export, the system shows where data is incomplete (17 types of checks) and consolidates the contracts registry according to the bank’s rules

4.4

The group’s credit portfolio on one screen

Credit load report · as at 31/03/2026

Credit contract	Current debt, £m	Interest, £m	Escrow, £m	Coverage, %	Rate, %
Loan 045/PF · Northgate Residences	1,240.5	18.2	1,402.9	111	6.4
Loan 071/PF · Riverside Quarter	860.0	12.9	512.4	59	9.8
Portfolio	2,100.5	31.1	1,915.3	90	7.8

Click the debt or escrow amount to see what makes it up

Current debt = drawn − repaid: +£m1,240.5

Credit drawdowns 18 tranches under registries 31/03/2026 +£m1,610.0
Principal repayments Including from escrow release 31/03/2026 −£m369.5

Escrow balance = deposits − releases: +£m1,402.9

Off-plan buyer deposits 312 deposits 31/03/2026 +£m1,655.2
Escrow release Block 1 commissioned 18/02/2026 −£m252.3

Current debt = drawn − repaid: +£m860.0

Credit drawdowns 11 tranches under registries 31/03/2026 +£m860.0

Escrow balance = deposits − releases: +£m512.4

Off-plan buyer deposits 127 deposits 31/03/2026 +£m512.4

Five reports across all of the group’s signed credit contracts: credit load, loan debt, a monthly summary report and two sales plan reports.

Escrow coverage ratio, net debt and weighted average rate, by contract, loan type and portfolio
A monthly summary report with a ‘Delta’ column, and a credit payment calendar
Every cell drills down to documents

FlowFix and the usual way: a reconciliation

FlowFix does not replace your accounting system; it removes the manual work between accounting and Excel: copying actuals, allocating amounts to budget items, compiling reports and answering ‘where does this amount come from?’

Task	The usual way	In FlowFix
Actuals in the budget	Copied from accounting and the bank once a month	Appear automatically when a payment or act is posted
Allocation to budget items	By hand at month-end, with an ‘other costs’ catch-all	When the document is entered, via the contract line
What is already scheduled for payment	A separate sheet maintained by hand	‘Expected’ from the documents’ planned dates
Cash and accruals	Two systems or two files	Cash Flow and P&L budgets on the same documents
‘Where does this amount come from?’	Searching through files and statements	Click the amount to get the list of documents
Internal transfers and loans	Inflate receipts unless deducted by hand	Excluded from the budget automatically
Costs by project and object	Manual cost allocation	The contract line carries the project and object; filter by object
Financial result	Formulas that break when rows are inserted	Result rows with no double counting
Taxes, duties and contributions	Dummy contracts or manual rows	Payment without a contract; the closing document is created automatically
Bank form export	Several days of manual copying	One click: the bank’s template with formulas and warnings (Russian project-finance forms today, new forms on request)
Credit portfolio and escrow coverage	Excel reports once a month	Five reports, always up to date
Collaboration	File versions sent by email	Changes are visible to everyone at once
Access control	Hidden sheets and file passwords	Roles: ‘19 sections × 4 actions’

FlowFix in numbers

The numbers below come from measurements on real data and from the way the product is designed. Click a number to see where it comes from: every amount in FlowFix works this way.

bank form export rows assembled without loss: 4,564 of 4,564; Where this number comes from: Real project: 442 contracts, 1,811 acts, 2,311 payments; The file is assembled in about 5 seconds
to open a list of tens of thousands of payments: 0.1 s; Where this number comes from: Measured on a large company’s full database; Before paginated loading: 8.3 seconds
to open a list of about 16,000 acts: 0.06 s; Where this number comes from: Before paginated loading: 24.9 seconds
budgets created automatically for every project: 2; Where this number comes from: Cash Flow: from payments; P&L: from completions
measures in every budget cell: 6; Where this number comes from: Plan, Expected, Actual; Remainder, A/P, A/E
types of data checks in bank form export: 17; Where this number comes from: Object floor areas, item numbers, payment purposes; Links to credit contract items and signs of double counting
permission matrix: sections × actions: 19 × 4; Where this number comes from: Plus four ready-made roles: Owner, Administrator, User, Guest
documents behind a single budget cell: up to 500; Where this number comes from: Grouped by month and year; One click to the full filtered list
tens of thousands of payments reconciled on transfer from the previous system: to the penny; Where this number comes from: A repeat transfer updates the data without creating duplicates
database backup interval: 1 hour; Where this number comes from: Backups are encrypted and stored separately from the main server
interface languages and 11 currencies: 3; Where this number comes from: Русский, English, العربية, with full right-to-left support

Frequently asked questions

What is FlowFix?

FlowFix is a management accounting system for companies and groups of companies. Finance teams use it to run project budgets (Cash Flow and P&L), contracts, payments and completion acts, credit contracts and reporting to the bank, and property developers can also run project finance with escrow. Budgets are built from source documents in real time, and any amount can be drilled down to its document.

Who is FlowFix for?

Companies and groups of companies whose finance team manages project budgets, item-level plan vs actual and contracts with contractors and suppliers, and wants to stop copying actuals into Excel by hand. FlowFix is a particularly good fit for property developers using project finance: credit contracts, escrow and bank form export are already built in.

Does FlowFix replace our accounting system?

No. FlowFix is management accounting for the finance team: project budgets, item-level plan vs actual, contracts, loans and reporting to the bank. Bookkeeping, tax accounting and statutory reporting stay in your accounting system.

Where do the budget’s actuals come from?

From the payments and completions entered in FlowFix. A payment goes to the Cash Flow budget and a completion to the P&L budget, into the item set on the contract line and the month of the actual date. The amount appears in the budget the moment the document is posted.

How is ‘Expected’ different from ‘Actual’?

‘Expected’ is the total of documents by planned date; ‘Actual’ is the total by actual date. One payment can sit in March’s ‘Expected’ and April’s ‘Actual’, which is how a payment moved between months becomes visible. ‘Remainder’ is expected minus actual.

Can we check what makes up an amount?

Yes. Any non-zero amount in the budget, any account balance and any report cell opens into a list of documents with dates, contracts and links to each document.

How does FlowFix handle advances?

An advance is a payment that is already in the Cash Flow budget while the work it pays for has not yet been accepted by an act and reached the P&L budget. For a credit contract, the cumulative report shows unclosed advances by item, contractor and contract; for a framework contract, the gap is visible in the ‘by completions’ and ‘by payments’ columns.

How are taxes, duties and contributions recorded?

As a payment without a contract: it carries the project, the budget item and, if needed, the credit contract item and the object. When it is posted, FlowFix creates the closing document for the P&L budget automatically, and its date can be set to the accrual period.

Can one contract cover several projects?

Yes. The contract is signed by a group entity, while the project, object and budget items are set on each contract line. A single payment or act is split across the lines, and each part lands in its own project’s budget.

What is bank form export?

Bank form export fills a developer’s project-finance reporting template with accounting data: technical and economic indicators, the estimate by object, the construction schedule, and registries of contracts, completed works and payments. The template’s formulas and checks are preserved, and data warnings are visible before submission. The export currently covers two Russian project-finance reporting forms; new forms are added on request.

Does off-plan buyers’ money cover the loan debt?

The credit portfolio report shows this: the escrow coverage ratio, net debt and the weighted average rate, by contract, loan type and portfolio.

What has already been committed under a bank estimate item?

The credit contract shows this on the ‘Credit subjects composition’ tab: contractor contracts and payments without a contract under each estimate item, with separate totals.

Does FlowFix calculate loan interest?

No, and that is a deliberate choice: interest and fee accruals are entered from the bank’s data. FlowFix tracks the outstanding principal, interest and fees, the current rate and the portfolio’s weighted average rate.

Is there an integration with 1C?

Integration with 1C is not part of the standard FlowFix subscription; ask your account manager whether it can be set up for you.

Can we transfer data from our current system?

Data migration from other systems, including 1C, is not part of the standard FlowFix subscription; ask your account manager whether it can be arranged.

Who can see our data, and how is it protected?

Only members of your space can see the data, each within the limits of their role. A support specialist enters the space only to help, and every such entry is logged. The connection is encrypted, documents are kept in private storage, and the database is backed up every hour.

Does FlowFix work in English and Arabic?

Yes. The interface is available in Russian, English and Arabic, with full right-to-left support for Arabic, and it supports 11 currencies. Bank reporting forms are Russian for now.

Do we need to install anything?

No. FlowFix runs in the browser, colleagues’ changes appear without reloading the page, and updates are released without downtime.

How much does FlowFix cost?

The price depends on the structure of your group and the scope of implementation. Send us a request and we will show you the system on demo data and prepare a proposal.

Glossary of financial accounting terms

The terms FlowFix uses to describe the books, from Cash Flow and P&L budgets to net debt and coverage ratio.

Cash Flow budget: A budget of cash movements that shows when money actually left and arrived. In FlowFix it is filled from payments.
P&L budget: A budget of income and expenses that shows when an obligation arose, regardless of payment. In FlowFix it is filled from completions.
Plan: The amount a user enters in a budget cell. It is the only budget value entered by hand.
Expected: The total of documents by planned date: everything already scheduled through payments and acts.
Actual: The total of documents by actual date: what has already happened.
Remainder: Expected minus actual: what was expected but has not yet gone through.
Budget item: A row of a project budget. Items form a tree with automatic numbering.
Object: A part of a project that is accounted for separately: a building, a workshop, a warehouse or a shop. The plan is allocated by object, and the budget can be filtered by any of them.
Result row: A budget row that adds up selected items without double counting, such as gross profit or net cash flow.
Contract line: A line of a contract’s specification, called ‘subject’ in the app. It carries the project, object, Cash Flow and P&L items and the credit contract item.
Completion: A closing document for accepted work: an act of completed works, a valuation, a payment certificate or an invoice. It is the only source of actuals in the P&L budget.
Payment without a contract: A standard payment for taxes, contributions, duties and land lease. It carries its own project and budget item.
Closing document: A completion that FlowFix creates automatically when a payment without a contract is posted, so that the expense reaches the P&L budget.
Framework contract: A contract whose volume, weighted average price and value are calculated from actual acts and payments.
Project finance: A bank construction loan under which off-plan buyers’ money is held in escrow accounts until the building is completed.
Credit contract: An agreement with a bank to finance a project. In FlowFix it is a separate contract type with an estimate, registries, drawdowns, repayments and escrow.
Credit estimate: The credit contract’s items in the bank’s format, with own and credit funds for each object.
Credit drawdown: A bank tranche: money moving from the credit account to the current account. It does not enter the project budget.
Payments registry: A batch of payments to contractors that is agreed with the bank. Once it is approved, its contents are locked.
Escrow account: An account in which off-plan buyers’ money is held until the building is commissioned.
Escrow master account: One row per credit contract: the total balance of all its escrow accounts.
Coverage ratio: The escrow balance divided by the sum of debt and interest, multiplied by 100.
Net debt: The credit portfolio minus the money in escrow accounts.
Weighted average rate: The interest rate across a group of credit contracts, weighted by debt plus interest.
Unclosed advance: Paid minus completed: money paid to a contractor for work not yet accepted by acts.
Cumulative report: A credit contract report showing, for each estimate item, the planned and contract value, completed, paid, unclosed advance and the amount remaining to be paid.

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