Money

What it does

Rufio prepares the money paperwork and keeps the records behind it. It does not move any of it.

That distinction runs through this entire page, so it's worth stating before anything else: preparing an invoice and sending an invoice are different acts, and sending an invoice and taking a payment are different again. Rufio does the first two, under a level you set. It never does the third on its own.

What's covered: quote preparation and invoice preparation, both available to every business from the start, and the financial records and reports behind them. Online payment routing needs setup first — a payment account has to be connected before any of it runs, and until then Rufio says so rather than appearing to work.

Purchasing and stock have their own page. Buying from suppliers, receiving goods, and keeping counts accurate are covered on Stock and purchasing; what stays here is the money side of them — the purchase invoice you pay against, and what it does to your records.

Also here: taxes — the sales, purchase and item tax templates, tax categories and rules, and withholding categories that decide what gets added to a document and at what rate. Budgets and cost centers, including cost center allocation, accounting dimensions and monthly distribution, for tracking spend against a plan rather than only recording it. Fixed assets — an asset's category and location, its movements, maintenance and repairs, value adjustments, capitalization, and the depreciation ledger behind it. And subscriptions, where you bill the same customer on a repeating plan rather than job by job.

Quote preparation here means the numbers and the document. The chasing — which quotes have gone quiet, and the follow-up that moves them — lives on Customers and sales.

When to use it

• A job's finished and needs invoicing. Ask, and the invoice is prepared from what the job actually was rather than from a blank template.
• You want to know what you're owed. Ask and get the answer with the supporting records, so you can check the details or follow up.
• A quote needs putting together. The numbers are assembled; what you charge stays yours to decide.
• You need to know where the month stands. The financial records and reports answer it directly.
• Parts came in, or went out. Where your business carries stock, the records move with the work rather than as a separate exercise.

How to use it

Ask plainly — invoice a finished job, ask what is outstanding, ask how last month looked, or ask for a quote to be put together for a customer.

Rufio can prepare an invoice from the completed job, customer history, and rates in your records. Check those details, make any adjustments, and approve the next step.

Example — invoicing a finished job:

Request: invoice a job that has been completed.

What Rufio does: drafts the invoice from the work log, the items used, and that customer's rate — not from a blank template you then fill in.

Where it stops: at a draft, waiting. And the more important stop is further along: even once invoice sending has earned its way to Automate, taking the payment, refunding it, or changing the rate is never Rufio's to do.

At Suggest, the invoice is prepared and waits for your approval. You can keep that review step indefinitely or explicitly authorize a routine at Review or Automate. Permission to prepare or send an invoice does not authorize paying, refunding, or changing prices. Autonomy levels explains each setting.

Parameters

What Rufio needs from you. Your prices, and the rules around them. Rufio applies what you charge; it does not decide what you charge, so the rates, the call-out fees, the materials markup, and anything you discount are inputs you give it.

Your payment terms — when an invoice is due, when a reminder is reasonable, what you'd rather chase yourself.

For online payments, a connected payment account. That's the setup step, and nothing on the payment-routing side runs without it.

For purchasing and stock, what you actually carry and who you buy it from, where your business has that at all.

Corrections carry forward the same way they do elsewhere: adjust an invoice Rufio prepared and the adjustment becomes a rule for similar work rather than a correction you repeat monthly.

What you get back

A prepared invoice or quote, waiting for you at Suggest — correct against the job it came from, with the detail visible rather than summarized.

For a question about what's owed or how a period went, the answer with the underlying records behind it, so you can check it rather than take it on trust.

For payment routing, once the account is connected, the path by which a customer can pay — not a payment Rufio has taken or moved.

For purchasing and stock, records that stay current with the work, where your business carries them.

Limits

Rufio never moves money on its own. You can choose to automate sending invoices; paying anything, refunding anything, or changing your prices always requires you. This is the sharpest of the hard limits and it applies at every autonomy level, regardless of the task's history or the amount of money.

It does not set your prices. It applies them.

Online payment routing does not exist until a payment account is connected. Rufio will tell you it can't rather than behaving as though it can.

It does not file your taxes, act as your accountant, or make a judgment about how you should treat something for accounting purposes. It keeps records and prepares documents; the professional advice is not its to give.

It does not decide that a customer should be chased harder, or written off. It surfaces; you decide.

Related

• Customers and sales — quotes as part of a deal, and the follow-up that chases them
• Work and scheduling — the jobs that invoices are prepared from
• Paperwork and documents — the documents and agreements around the money
• Automation and reports — payment nudges and the reports that summarize a period
• Limits and boundaries — why no level lets Rufio move money
• Every capability — the full list, including which of these need setup first