# 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

Updated: 2026-09-28 · https://flowfix.ru/en/

*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 |
| Σ Net cash flow | 10,600,000 | −650,000 | 9,150,000 | −9,800,000 | 86 |

This month’s documents:
- Receipt No. 58 · Supply contract 3/S · Payment from Vector Ltd · planned 16/03/2026, actual 18/03/2026 · +£36,000,000
- Payment No. 214 · Contract 17/M · Materials, batch 3 · planned 20/03/2026, actual 25/03/2026 · −£18,400,000
- Payment No. 231 · Contract 22/E · Equipment, stage 2 · planned 27/03/2026, not posted · −£9,800,000
- Payment No. 219 · Contract 9/S · Installation and commissioning · planned 26/03/2026, actual 27/03/2026 · −£6,300,000
- Non-contract payment NC-12 · Property tax for Q1 · planned 28/03/2026, actual 28/03/2026 · −£2,150,000

## 1. 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 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.

### 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.

### 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.

### 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.

## 2. 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 2026: Expected, £ | March 2026: Actual, £ | March 2026: Remainder, £ | April 2026: Expected, £ | April 2026: Actual, £ | April 2026: 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 |
| Σ Total expenses | −34,500,000 | −24,700,000 | −9,800,000 | −16,100,000 | −21,800,000 | 5,700,000 |

This month’s documents:
- Payment No. 214 · Contract 17/M · Materials, batch 3 · planned 20/03/2026, actual 25/03/2026 · −£18,400,000
- Payment No. 231 · Contract 22/E · Equipment, stage 2 · planned 27/03/2026, actual 06/04/2026 · −£9,800,000
- Payment No. 240 · Contract 22/E · Equipment, stage 3 · planned 20/04/2026, actual 21/04/2026 · −£12,000,000
- Payment No. 219 · Contract 9/S · Installation and commissioning · planned 26/03/2026, actual 27/03/2026 · −£6,300,000
- Payment No. 252 · Contract 9/S · Service and maintenance · planned 24/04/2026, not posted · −£4,100,000

- **A budget built from documents** — Payments fill the Cash Flow budget and acts fill the P&L budget. Nobody copies actuals over by hand.
- **Plan, expected and actual** — A document’s planned date feeds ‘Expected’ and its actual date feeds ‘Actual’. A cash gap is visible in advance.
- **Any amount, down to the document** — Click a cell to see the payments and acts that make it up.
- **Cash and accrual** — The Cash Flow and P&L budgets are built on the same contracts, so they always agree.
- **One entry, every dimension** — A contract line carries the project, object and budget items, and the amount is allocated across them automatically.
- **No adjusting totals by hand** — Totals and balances are calculated from documents; signs and internal transfers are handled automatically.

[All accounting capabilities in detail](https://flowfix.ru/en/guide/#core)

## 3. 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.

### Why is ‘Materials’ over budget in March?

- Where to look: Project → Cash Flow → 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.

### Where will we have a cash gap?

- Where to look: Project → Cash Flow → ‘Expected’ by month → ‘Net cash flow’ result row
- What you see: All scheduled payments and receipts by month against the plan, before the gap happens.

### Which payments were pushed to next month?

- Where to look: Project → Cash Flow → ‘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.

### What is the project’s financial result to date?

- Where to look: Project → P&L → Result rows → ‘For the whole period’ block
- What you see: Gross and net profit over the project’s entire history, built from acts and closing documents.

### How is the budget performing this year?

- Where to look: Project → Cash Flow or P&L → ‘For the current year’ block → ‘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.

### How much does a single object cost, such as a workshop, a warehouse or a building?

- Where to look: Project → Budget → Object filter
- What you see: Plan, expected and actual for the selected object alone: the whole budget is recalculated.

### How much have we paid over and above accepted work?

- Where to look: Project → Cash Flow and P&L → 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.

### How do we put a quarterly tax in the right month?

- Where to look: Payment without a contract → Closing document → 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.

### One contract for several projects: how do we allocate the costs?

- Where to look: Contract → A line for each project → 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.

### The account balance doesn’t match the bank

- Where to look: Accounts → 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.

### How much cash does the group have, and where?

- Where to look: Accounts
- What you see: All accounts of every group entity, with totals for each currency.

### The bank asks us to confirm an amount in a report

- Where to look: Budget or report → Click the amount
- What you see: The documents that make up the amount, with links to each one.

### How much do we pay the banks next month?

- Where to look: Reports → Credit payment calendar
- What you see: Plan, actual and remainder of principal, interest and fee repayments for every contract.

## 4. 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.

### 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 team:* Budgets, balances and reports never diverge, because they share one source.

### 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 team:* Cash gaps and the financial result come from the same contracts.

### 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 team:* Plan vs actual by item, with no manual allocation at month-end.

### 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 team:* Amounts are current at any moment of the day, not only after month-end close.

### 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 team:* Plan, forecast and actual in one table; costs are recognised in the right period.

### 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 team:* Sign errors are impossible, and the P&L and Cash Flow budgets never disagree on the sign of the same money.

### 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 team:* Receipts are not inflated by the loan amount.

### 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 team:* Costs by project and object without manual allocation.

### 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 team:* A multi-year project budget and the annual budget in one table.

### 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 team:* Projects are comparable with one another.

### 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 team:* Evidence for management, auditors and the bank in one click.

### 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 team:* The rate in the books equals the bank’s actual rate for the transaction.

### 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 team:* Treasury control of balances across all legal entities and currencies.

## 5. 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 | Create | View | Edit | Delete |
|---|---|---|---|---|
| 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 |  | ✓ |  |  |

- **Collaboration** — Colleagues’ changes appear without reloading: post a payment and the budget updates for everyone.
- **Roles and permissions** — Four ready-made roles and a role builder: ‘19 sections × 4 actions’.
- **Fast at large volumes** — A list of tens of thousands of payments opens in 0.1 seconds.
- **Turnkey implementation** — A specialist sets up the space, transfers your data and hands the space over to you.

[More about the platform](https://flowfix.ru/en/guide/#platform)

## 6. 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 |
|---|---|---|---|---|---|
| 2.3 Construction and installation works | 520.0 | 486.3 | 212.4 | 251.9 | 39.5 |
| — Monolith Build Ltd | — | 486.3 | 212.4 | 251.9 | 39.5 |
| 2.4 Facade works | 164.0 | 158.7 | 96.1 | 101.3 | 5.2 |
| — FacadePro Ltd | — | 158.7 | 96.1 | 101.3 | 5.2 |

- 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 in a single record** — An estimate by the bank’s items, payments registries, drawdowns, repayments and escrow.
- **Bank form export** — The bank’s reporting template is filled from your records in one click, and data warnings are visible before submission.
- **The group’s credit portfolio** — Escrow coverage of debt, net debt and the weighted average rate, always up to date.
- **Developer scenarios** — Payments without a contract, framework contracts, general contracts covering several phases.

[All capabilities for property developers](https://flowfix.ru/en/guide/#developer)

## 7. 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

## 8. 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.

|  | Key question | What to open in FlowFix |
|---|---|---|
| Finance director (CFO) | Where will the cash gap be, and what makes up this amount? | Cash Flow and P&L: Plan, Expected, Actual; drill-down from a cell to documents |
| Owner, managing director | What is the financial result by project, and how much does the group owe the banks? | P&L result rows and the group’s credit portfolio |
| Financial analyst, planning specialist | How is the budget performing by item, and where is it overspent? | A/P and A/E by item, the ‘Not distributed’ row, the budget by object |
| Treasurer, accountant | How do we post payments without getting the balances wrong? | Payment allocation, bulk posting, balances and account statements |
| Contracts team | How much is contracted, completed and paid, and where are advances outstanding? | Contract lines, framework contracts, the cumulative report |
| Bank relations specialist | How do we submit the bank report quickly and without errors, and get the tranche? | Credit estimate, registries, drawdowns, bank form export |
| Project manager | How much does the object cost, and are we on plan? | The budget filtered by object |
| Auditor, lender’s representative | Can we check the amounts without breaking anything? | The ‘Guest’ role (view only) and drill-down from any amount to its document |

## 9. 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. **Sign up** — Sign up with your email address. FlowFix runs in the browser, so there is nothing to install.
2. **Setup wizard** — Four steps: language, your name, the space name and appearance. You become the owner of the space.
3. **Companies and accounts** — Add the group’s legal entities and their current accounts with opening balances.
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. **Contracts** — Add contracts with contractors and suppliers; on each contract line, set the project, object and budget items.
6. **Payments and completions** — Post payments and acts: actual and expected amounts appear in the budget straight away.
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.

Send request: https://flowfix.ru/en/#demo