Team program and project finance brings together budgets, collaborator costs, management expenses, cost centers, and invoices. Finance requires a paid team. Team members see the team's finance; a collaborator who is not on the team sees only their own invoices.
Budget and costs
Review collaborator rates and expenses such as gear, travel, meals, and lodging. On a program's Finance tab, managers can also set up management expenses and allocate costs to cost centers. Use the same period and filters when you compare totals.
Invoice workflow
- Create a draft invoice for the collaborator and project.
- Review the line items and attachments, then submit it.
- A manager approves or rejects the submitted invoice.
- A manager marks an approved invoice paid.
Collaborators can submit their own invoices. Draft and rejected invoices can be edited, including attachments, and submitted again. Submitted, approved, and paid invoices cannot be edited or deleted, and their attachments cannot change. The only change a manager can make to them is the posting date.
Why do totals differ?
Actual spend includes approved and paid invoices, vendor fees, and creator services. On managed programs, the onboarding fee counts as soon as the creator is hired. A submitted invoice does not count until it is approved.
If a manager sets a posting date on an invoice, that date sets its finance month. Otherwise each line uses its project's end date, or its start date if there is no end date. A line with no project uses the invoice date.
Export and payment
The CSV export uses the month, project, creator, and cost-center filters, but not the invoice-status filter. Marking an invoice paid only records its status in Gondola; pay through your organization's own payment process.