Financial Statements in EspoCRM¶

At dubas s.c., we are committed to maintaining a centralized and transparent data system. EspoCRM serves as the backbone of our internal operations, and one of the key features we have developed to support our financial workflows is the implementation of Monthly and Annual Statements. This documentation outlines how these statements function, how we use them, and the business benefits we've realized from their integration.

Overview¶

To ensure complete traceability and efficient financial oversight, we have embedded financial tracking capabilities directly into EspoCRM. By introducing Monthly Statements and Annual Statements, we’ve created a robust system for managing and sharing key financial data.

Why We Built Monthly & Annual Statements¶

The core goal was to:

Consolidate all financial-related data within EspoCRM.
Streamline communication with our accounting team by providing pre-structured and complete financial packages.
Automate calculations and data aggregation, removing human error from financial reporting.
Track financial health month by month and year by year.

Annual Statements¶

Each year, EspoCRM automatically generates a new Annual Statement record. This record acts as a parent container for all Monthly Statements within the respective year.

Stored Information:¶

Field	Description
Year	The calendar year the statement represents.
Total Income	Sum of all income from linked Monthly Statements.
Total Expenses	Sum of all costs from linked Monthly Statements.
Total Revenue	Total net revenue (Income - Expenses) for the year.
Linked Monthly Statements	List of all related Monthly Statements for the year.

All values are calculated automatically based on related Monthly Statements.

Monthly Statements¶

Each month, a Monthly Statement is automatically created and linked to its parent Annual Statement. It acts as the detailed breakdown of financial activities and documentation for that month.

Fields and Data:¶

Field	Description
Name	Month identifier, e.g., `01.2025`.
Status	Processing status of the statement (see status table below).
Annual Statement	Link to the parent Annual Statement.
Incremental Income	New income recorded within the month.
Incremental Costs	New costs incurred during the month.
Incremental Revenue	Net revenue calculated as income minus costs for the current month.
Income	Total income associated with the month.
Costs	Total costs associated with the month.
Revenue	Net revenue (Income - Costs).
Package with Documents	ZIP archive of all related documents sent to the accountant.

These values are automatically calculated based on internal records stored in EspoCRM.

Each Monthly Statement is also linked to the following modules for full traceability:

Internal Evidences
Bills & Invoices
Expenses
Charges

Monthly Statement Status Flow¶

To ensure consistent processing, we’ve defined a clear status lifecycle:

Status	Description
Open	Initial state; statement is being populated.
Pending	Awaiting document upload, review, or further action.
Confirmed	All documents gathered; ZIP package is generated and sent automatically.
Closed	Final values added; statement finalized and locked.

Automation & Document Packaging¶

Once a Monthly Statement is marked as Confirmed, EspoCRM automatically performs the following actions:

Collects all related documents from Internal Evidences, Bills & Invoices, Expenses, and Charges.
Creates a ZIP archive of these documents.
Automatically emails the package to our accounting partner.

When our accountant provides final numbers, we update the statement and mark it as Closed.

Practical Example¶

Let’s consider the process for January 2025:

EspoCRM creates Monthly Statement: 01.2025 linked to Annual Statement: 2025.
Throughout January, team members upload:
- Internal evidences of payments
- Scanned invoices
- Logged expenses and charges
On January 31:
- The statement is reviewed and marked as Confirmed
- EspoCRM automatically creates the ZIP archive and sends it to the accountant
In early February, the accountant returns final financial figures
We update the Monthly Statement and mark it Closed

Business Benefits¶

By developing this feature, we’ve significantly improved our operational efficiency:

✅ Time Savings: Automating the creation, calculation, and document packaging process saves hours each month.
✅ Accuracy: Eliminates manual errors in revenue, expense, and income calculations.
✅ Accountability: Each statement has a clear status and audit trail.
✅ Transparency: All financial documentation is linked and easily accessible.
✅ Consistency: Standardized reporting format across all months and years.

Final Thoughts¶

The integration of Monthly and Annual Statements into EspoCRM has transformed our financial reporting. It ensures all stakeholders—from internal teams to external accountants—have the right data, at the right time, in the right format.

This is just one example of how we tailor EspoCRM to our unique business needs, empowering better decision-making and smooth operational workflows.