Finance manager software that stops overspending before the purchase order, not after
Most budgets are checked after the money has gone. MACH-HRM holds the budget the moment a requisition is approved, compares quotes, checks what was delivered and billed against what was ordered, and rolls it all into forecasts, controlling reports and a month-end close checklist. It reads from the same ledger as your payroll and your stock.
Finance Manager is an add-on bundle that works alongside the Financial Accounting add-on. Speak to us about enabling it for your organisation.
Procure to pay with the budget in the loop
A request is coded, approved against the budget and turned into an order without anyone re-keying it.
- An item catalogue with category defaults, reorder points and lead times
- Purchase requisitions coded to department and project, with approval limits by amount through an approval matrix
- Budget control at approval that can be off, warn, or block over-budget requests, with a recorded override only where your settings allow it
- Commitment accounting: the budget is held the moment a request is approved, before anything is ordered
- Requests for quotation sent to invited vendors, with side-by-side quote comparison and the lowest price marked on each line
- Purchase orders with partial delivery tracking across several receipts
Check what arrived and what was billed
Payment follows what was ordered, delivered and invoiced, not what was claimed.
- Goods receipt with batch and expiry capture for shelf-life items
- Quality-control quarantine and inspection of received goods, where whoever received the delivery cannot be the one to pass it
- Two-way or three-way matching, set per item category: order against invoice, or order against receipt and invoice
- Vendor scorecards built from real delivery, quality-control and billing history, weighted to your priorities
Money out of the door, with controls
The payments that usually escape the budget have their own rules.
- Cash advances that reduce the linked budget line the moment they are disbursed, are retired through expenses, and are flagged automatically when they pass their expected retirement date
- Finance can close out an advance when no further expenses are coming, which releases what is left
- A register of casual payees and pay-outs, added only by finance, with an annual limit per payee and an approver who cannot be the person who raised the pay-out
- Payee accounts that cannot be an employee's, because employees are paid through payroll and expense claims
Controlling reports by cost centre, profit centre and job
Read-only views over the ledger, the budget and open commitments, cut by the dimensions your documents carry.
- Actual against budget against committed, per cost centre and account
- Profit centre results from revenue through gross margin to contribution
- A pivot analysis of any dimension against accounts or months, with drill-down to the ledger lines behind every figure
- A jobs overview with cost, work in progress, budget used, margin and flags
- Month-end overhead allocation to cost centres, profit centres and jobs, with a preview before posting and the ability to reverse a run
- Stock costing on weighted average, FIFO or standard cost, and order-to-cash options such as raising the customer invoice when a sales order is fulfilled, each switched on only when you choose
Plan ahead
Forecasts that separate what is committed from what is only expected.
- Zero-based or prior-year-seeded budgets, with actual-versus-budget variance by account and department
- Revenue recognition scheduling across contract periods
- Cash-flow forecasting for 30, 60, 90 and 180 days, separating committed from projected cash
- Scenario planning with base, bull, bear and stress cases and monthly projections
- Corporate tax planning with company income tax estimates, a withholding tax receivable register and capital allowances
- A monthly management accounts package with a distribution list
Close the month properly
One checklist per accounting period, built live from the documents that would otherwise be left hanging.
- Blocking items such as bills, expense claims and journals dated in the month, accrual reversals, revenue recognition, the month's allocation and work in progress on completed jobs
- A period can only be closed over a blocking item with an organisation admin's written reason
- Attention items that are worth clearing but do not post into the month, such as the quality-control queue
How finance manager connects to the rest of MACH-HRM
- Payroll
Paid payrolls are posted to the same ledger that the budget and controlling reports read.
- Inventory & manufacturing
Stock movements can be valued and posted to the ledger when stock costing is on, and the quality-control queue shows on the month-end checklist.
- Invoicing
When order-to-cash is switched on, fulfilling a sales order can raise the customer invoice.
Frequently asked questions
Can it stop a purchase request that is over budget?
Yes. Budget control at requisition approval can be off, warn, or block. In block mode a request that takes a checked line over budget is stopped at approval, unless your settings allow a recorded override.
What is commitment accounting?
It means the budget is reduced as soon as a request is approved, not when the invoice arrives. Available budget is worked out from the ledger plus open commitments, so two people cannot spend the same money.
Does it support three-way matching?
Yes. Each item category can use two-way matching (order against invoice) or three-way matching (order against goods receipt and invoice), so you apply the stricter check where the goods are worth it.
How are cash advances controlled?
A disbursed advance reduces the linked budget line immediately and is retired by posting expenses against it. Overdue advances are flagged each day, and finance can close out an advance when no further expenses are coming.
Does it cover forecasting and tax planning?
Yes. It includes cash-flow forecasts, base, bull, bear and stress scenarios, company income tax estimates, a withholding tax receivable register, capital allowances and a monthly management accounts package.
Is Finance Manager included in every plan?
No. It is an add-on bundle. Payroll and leave are included in every plan, and you can ask us to enable Finance Manager alongside the Financial Accounting add-on.