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    Autonomous Management · Cost and operations

    Autonomous Project Management

    Factorbooks runs the commercial, financial and accounting processes of R&D, construction and other project types together. Documents are linked to projects, and collections and payments match project movements. Each project’s income, expenses, payables, receivables, advances and cash position show in real time.

    Works in every package together with the related module.

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    How it differs from other ERPs

    The same work, done two different ways.

    In other ERPs

    • Income and expenses are tagged with a project code and the rest is tracked in spreadsheets.
    • Budget and actual figures are compared by hand at period end.
    • Project payables, receivables and advances are pulled from different reports.
    • Collections and payments are tied to projects by hand.
    • Staff salaries and shared costs are split across projects with spreadsheets.

    In Factorbooks

    • Sales, purchase and other documents are linked to projects on their own.
    • Actual movements are compared with the income and expense budget.
    • Each project’s payables, receivables and advances received and given show in real time.
    • Collections and payments match project movements through the autonomous matching system.
    • Staff salaries and periodic expenses are allocated to projects by the rules you set.

    What happens when a purchase invoice arrives for a construction project?

    You bought materials for a site and the supplier’s invoice has arrived.

    1. The document is linked

      In project-based working, the invoice is linked to the right project.

    2. Cost is reported with the document

      The material cost is added to the project cost along with the invoice. You can see which document it came from.

    3. It is compared with the budget

      The actual expense is compared with the project’s expense budget, so any variance shows right away.

    4. The payment matches

      When you pay the supplier, the autonomous matching system matches the payment to this project movement.

    5. The project updates

      The project’s payables, open and closed movements and cash position refresh.

    Which work runs autonomously?

    You enter the record; Factorbooks does the work below for you.

    Projects and budgets

    Processes by project type
    Projects are opened for R&D, construction and other fields. Processes follow the project type.
    Income and expense budget
    Income and expense budgets are set when the project is opened. Actual movements are compared with them.

    Financial tracking

    Real-time payables and receivables
    You see how much is owed to you on which project, and how much you owe on which project.
    Advance tracking
    Advances received and given for each project are tracked with their open balances.
    All project movements together
    Sales, purchases, collections, payments and guarantees received or given are tracked by project.
    Matching collections and payments
    Collections and payments match project movements through the autonomous matching system. Open and closed movements are easy to follow.

    Costs and allocation

    Cost by document
    Material, labour and overhead costs are reported together with their documents.
    Automatic document linking
    Sales, purchase and other documents are linked to projects.
    Salary allocation
    The salary of staff working on several projects is split across them by the rules you set.
    Periodic expense allocation
    When needed, expenses are reallocated to projects monthly or quarterly from the expense allocation menu.

    What it gives your business

    • Real-time financial viewYou see which projects bring receivables and which create a financing need.
    • Control by projectIncome, expenses, collections and payments are tracked per project.
    • Budget controlBudget variances are spotted in time.
    • Realistic project costsMaterial, labour and overheads are tracked by document.
    • Strong cash trackingCash needs per project are easy to assess.
    • Controlled guaranteesGuarantees received and given are tracked by project.
    • Correct cost allocationSalaries and shared costs are passed to projects consistently.
    • Project profitabilityIncome and costs are tracked together, so profit can be analysed per project.

    The Factorbooks approach

    In Factorbooks, project management is more than tagging income and expenses with a project code. Budgets, commercial documents, costs, collections and payments, payables, receivables and advances, staff costs and periodic allocations all run within the same whole.

    Modules where this runs

    The autonomous process described here runs inside the catalog modules below.

    Project Management

    Project-based sales, purchasing, collections, payments, advances, budget and guarantees.

    14 features

    Frequently asked questions

    Which project types can we work with?

    You can open projects for R&D, construction and other fields. Commercial, financial and accounting processes follow the project type.

    How is a salary split when someone works on several projects?

    The salary is split across the related projects by the allocation rules you set.

    Can we allocate shared expenses to projects later?

    Yes. When needed, expenses can be reallocated to projects monthly or quarterly from the expense allocation menu.

    Other autonomous modules

    All autonomous modules

    See it with your own data

    We will set the scope and the package together, based on your transaction volume.

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