Reports & insight·DE
Tags, service types, and the Tag × Period matrix
Two tag worlds - expense categories for incoming invoices, service types for outgoing ones - and a matrix that makes missing invoices visible.
Two tag worlds
Accountix keeps two separate tag vocabularies. They run on the same system but never mix:
| Incoming invoices | Outgoing invoices | |
|---|---|---|
| Meaning | expense category (meals, payroll, office rent ...) | service type (what was billed) |
| Tags per document | several allowed | exactly one |
| Where to create | Master data → Tags, scope "expenses" | Master data → Tags, scope "revenue" |
An incoming receipt can be both "entertainment" and "travel" at once. An outgoing invoice carries exactly one marker: maintenance, consulting, postage, social media - whatever your services are. The picker on an invoice replaces the current selection on click instead of adding to it.
Why exactly one tag?
Because reports would double-count otherwise. When every invoice belongs to exactly one service type, the sum over all service types adds up to total revenue again - and each row of the matrix (below) makes one clear statement.
Subscriptions tag themselves
For recurring invoices you set the service type once on the subscription (during setup, or later via Edit). Every generated invoice inherits the tag. Example:
- Write the invoice "Maintenance fee May" and tag it Maintenance.
- Set it up as recurring via the action menu - the tag is prefilled.
- From now on every monthly draft automatically carries Maintenance.
Reading the Tag × Period matrix
Under Reports → Tag × Periode you find the control view: tags as rows, months (or quarters/years) as columns, and one tile per document in each cell. Every tile links to its invoice; blue = outgoing, amber = incoming.
Three things become visible in seconds:
- Missing invoices: if a row is filled in almost every month, an empty cell gets an amber highlight - the office rent that never arrived in March jumps out.
- Duplicates: two tiles where there is normally one - say, a flat fee accidentally invoiced twice.
- Unclassified documents: the "Untagged" row collects everything without a tag. Nothing there is lost - it just has not been filed yet.
The toggle in the top-right filters incoming, outgoing, or both; the date range and granularity come from the page-level controls of the Reports page. As everywhere, the active company applies.
A practical tip
Create as few service types as possible - five expressive markers beat twenty precise ones. The matrix works best when each row states an expectation ("arrives monthly", "one per project") that gaps can be checked against.