# Follow the agency's finance

> Read each agency's revenue, invoices, payments, deposits and costs, record payments received and download invoices.

**Who can use this:** Agency owner, Finance manager, Agency manager, Fleet manager  
**In the app:** Finance  
**URL:** https://docs.drivego.thesuperplatform.com/en/guides/agency/finance  
**Updated on:** 2026-10-25

The **Finance** screen brings together what the agency invoiced, collected and spent over a period. Every figure comes from an invoice, a payment or an expense that was actually recorded: nothing is estimated by hand, except the net profit, which is clearly marked as an estimate.

## Steps

1. Tap **Finance** in the navigation bar.
2. Choose the period: this month, last month or a custom period.
3. If you own several agencies, choose one agency or **All agencies**.
4. Read the tiles, then the charts and tables. Tap an invoice to open it.
5. Open **Invoices and payments** for the full list, filtered by status.
6. On an unpaid invoice, tap **Record a payment**, enter the amount, the payment method and the reference, then confirm.

*Screenshot: Finance dashboard: tiles, revenue curve and revenue by source (screen no. 88).*

**Finance**

| Field | Required | Values or format | Example | What it means |
|---|---|---|---|---|
| Period | Yes | This month, Last month, Custom (start and end date) | This month | The period all figures are calculated over. |
| Agency | For owners of several agencies | One agency or All agencies | All agencies | All agencies adds your agencies together; different currencies are converted and marked "converted". |
| Total revenue | Calculated | Amount | MAD 48 250.00 | Total invoiced in the period, before tax, minus credit notes. Neither taxes nor deposits are part of it. |
| Paid invoices | Calculated | Count and amount | 34, MAD 41 900.00 | Invoices settled in full. |
| Unpaid invoices | Calculated | Count and amount | 6, MAD 6 350.00 | Invoices still due, including overdue ones. |
| Maintenance cost | Calculated | Amount | MAD 3 400.00 | Servicing expenses in the period. |
| Accident cost | Calculated | Amount | MAD 7 800.00 | Repair expenses after accidents. |
| Insurance cost | Calculated | Amount | MAD 2 000.00 | Premiums paid to insurers. |
| Deposits held | Calculated | Amount | MAD 9 000.00 | Deposits collected and not yet returned. This is not revenue. |
| Estimated net profit | Calculated | Amount | MAD 34 050.00 | Revenue minus maintenance, accidents, insurance and damage not charged to customers. A tooltip shows the formula. It is an estimate, not an accounting result. |
| Revenue trend | Chart | Day-by-day curve | | The revenue of each day in the period. |
| Revenue by source | Chart | Bookings, insurance, additional services, other | | Where the revenue comes from. |
| Revenue by car | Chart | Ranking | | The cars that earn the most. |
| Tables | Lists | Recent invoices, recent payments, pending payments, maintenance expenses, damage costs, active policies | | Tap a row to open the document. |

**After the action:** changing the period or the agency recalculates the whole screen. Blocks your role cannot access are not shown.

## How to read the figures

- **Revenue** is what the agency invoiced for its rentals, insurance, add-ons, damage charged to customers and car sales, before tax. A booking cancelled after invoicing creates a credit note that is deducted.
- **Taxes** are collected for the State: they are shown separately and do not count as revenue.
- **A deposit** belongs to the customer as long as it is not used. It is never revenue; it stays in "Deposits held" until it is refunded.
- **Estimated net profit** reads as: revenue, minus maintenance cost, minus accident cost, minus insurance cost, minus damage repaired at your own expense.

Example over a month: revenue MAD 48 250.00, maintenance MAD 3 400.00, accidents MAD 7 800.00, insurance MAD 2 000.00, damage not charged MAD 1 000.00. Estimated net profit: 48 250 − 3 400 − 7 800 − 2 000 − 1 000 = **MAD 34 050.00**. The MAD 9 000.00 of deposits held is not part of this calculation.

> **Several currencies**
>
> Amounts in different currencies are never added as they are. In the **All agencies** view, when your agencies invoice in MAD and AED, figures are converted at the exchange rate of the invoice date and marked "converted".

*Screenshot: Invoices and payments with status filters (screen no. 89).*

**Invoices and payments**

| Field | Required | Values or format | Example | What it means |
|---|---|---|---|---|
| Status filter | No | Paid, Unpaid, Overdue, Partly paid, Draft, Credit note, Cancelled | Overdue | Limits the list to one status. |
| Invoice row | Shown | Date, customer, booking, type, amount, amount due, status | 20/05/2026, Atlas Logistics SARL, BK-240520-7821, Rental, MAD 1 320.00 | One agency invoice. The type is Rental, Damage, Sale or Other. |
| Record a payment: amount | Yes | Amount, at most the amount due | MAD 1 320.00 | The sum received from the customer. |
| Payment method | No | Cash by default, or the method used | Cash | How the customer paid. |
| Reference and date | No | Text and date | Transfer 0457, 21/05/2026 | To find the payment later. |
| Record a deposit | Button | The booking's deposit amount by default | MAD 2 000.00 | Only one deposit per booking. |
| Refund the deposit | Button | | | Returns the deposit held to the customer. |
| Download the invoice | Button | PDF | | The invoice in DriveGo colours, with the agency's details. |

**After you save:** the invoice status updates (Partly paid or Paid). The customer receives "Payment received" by email and in the app. A deposit refund sends the customer "Deposit refunded".

## Who sees and does what

| Role | Finance access |
|---|---|
| Agency owner | Everything, for all their agencies; records payments and deposits |
| Finance manager | Everything, for their agency; records payments and deposits |
| Agency manager | Revenue and invoice status; records a deposit and downloads invoices; sees neither costs nor premiums |
| Fleet manager | Maintenance and damage costs only |
| Agency employee | No access |

## What happens next

- **Booking confirmed**: a rental invoice is created with the rental, insurance, add-on and tax lines. It is final straight away or kept as a draft, depending on the [agency settings](https://docs.drivego.thesuperplatform.com/en/guides/agency/settings).
- **Booking cancelled after invoicing**: a credit note is created automatically.
- **Damage charged**: a line is added to the booking's invoice, or a damage invoice is created. See [Damage](https://docs.drivego.thesuperplatform.com/en/guides/agency/damage).
- **Invoice unpaid after its due date**: managers receive "Invoice unpaid past due date".

## Troubleshooting

| Situation | Cause | What to do |
|---|---|---|
| The cost tiles are missing | Your role does not have access. | Ask the owner or the finance manager. |
| "Your account cannot perform this action." when recording a payment | Only the owner and the finance manager record a payment. | Pass the payment on to one of them. |
| A deposit is refused | A deposit is already held for this booking. | Check the booking's payments. |
| The deposit refund is refused | No deposit is held for this booking. | Record the deposit first, or check that it has not already been returned. |
| An amount is marked "converted" | The view adds several currencies together. | Choose a single agency to see amounts in its currency. |
| "Not available offline: this action needs a connection so the agency can confirm it." | Financial actions need a connection. | Reconnect, then try again. |

## Related pages

- [Manage the agency's insurance policies](https://docs.drivego.thesuperplatform.com/en/guides/agency/insurance)
- [Manage damage](https://docs.drivego.thesuperplatform.com/en/guides/agency/damage)
- [Manage maintenance](https://docs.drivego.thesuperplatform.com/en/guides/agency/maintenance)
- [Roles and permissions](https://docs.drivego.thesuperplatform.com/en/reference/roles-permissions)