Fees Tracking
8 articles
Fees Tracking Settings
What This Does
The Fees Tracking Settings page controls how fees tracking works across the system. You can enable or disable fees tracking, choose your billing mode, and configure which tasks are non-billable by default.
The Page
Toggles
| Toggle | Description |
|---|---|
| Use Fees Tracking | Master switch — enables fees tracking across the system. When ON, a Fees Status field (Not Billed / Billed / Not Billable / Amount Received) appears on every task. |
| Use Finexo Books for Invoicing | Integrates FINEXO PMS with Finexo Books (accounting software) for invoice creation. When enabled, invoices are created directly in Finexo Books from Tracking & Billing. |
| Use Receipts & Payment to Track Fees | Uses the built-in Receipts & Payments module for fees tracking. When enabled, receivable entries are created from Tracking & Billing instead of invoices. |
Important: Use Finexo Books and Use Receipts & Payment are mutually exclusive — only one can be enabled at a time. Enabling one while the other is active will prompt a confirmation before switching.
Finexo Books Configuration
Appears only when Use Finexo Books for Invoicing is toggled ON.
This section lets you connect one or more Finexo Books organisations to FINEXO PMS. Each organisation requires an Organisation ID and API Key obtained from Finexo Books.
How to Get Your Organisation ID and API Key from Finexo Books
- Log in to Finexo Books
- Go to Settings → Organisation
- Scroll down to the API Key section
- Click Create API Key
- Two values are displayed:
- API Key — the long key (top value)
- Organisation ID — the shorter ID (bottom value)
- Copy and save both immediately
⚠️ "Save API key in a secure location. You cannot see this API key after leaving this page. However, you can create a new key later on."
⚠️ "If you generate a new key, the old key will stop working."
Once you leave the page, Finexo Books will only show: "API key already generated. We cannot show you key due to security reasons. If you have lost your key, generate a new one." — the key cannot be retrieved, only regenerated (which invalidates the old one).
To regenerate, click Create API Key again — a confirmation modal appears:
"Confirm Key Generation — If you generate a new key, old key will stop working."
Type "I Agree" in the field and click Create New API Key to proceed. The same applies when deleting an API key.
Adding an Organisation in FINEXO PMS
- Enable Use Finexo Books for Invoicing toggle — the Finexo Books Configuration section appears
- Enter the Organisation ID and API Key in the fields provided
- Click + Add Organization to add more organisations (multiple supported)
- Click Save Configuration to connect
The Organisation Name auto-populates from Finexo Books after saving — no need to enter it manually.
Each saved organisation shows: Organisation Name, Organisation ID, API Key (masked) with 👁 show/hide, ✎ edit, and 🗑 delete buttons.
Billing Modes Summary
| Mode | What It Does |
|---|---|
| Use Fees Tracking only | Basic fees status tracking on tasks (Not Billed / Billed / Not Billable / Amount Received). No invoice or receivable entry creation. |
| Use Finexo Books for Invoicing | Full invoicing via Finexo Books. Enables Account Connections, Invoices sections. "Finexo Books" button appears in the top navbar when connected. |
| Use Receipts & Payment to Track Fees | Creates receivable entries in the Receipts & Payments module. No Finexo Books connection required. All 4 fees statuses available directly. |
Select Default Non-Billable Tasks
Selected task types will have their fees tracking status set to Not Billable by default when a task is created.
"Selected task's fees tracking status will be non billable by default. For example, you can select GST tasks like IFF, GSTR-1, PMT-06 here and thus only GSTR-3B will be considered as billable."
How to use: Tick the checkbox next to each task type that should default to Non-Billable. Changes auto-save — no Save button required.
Related