Financial controller

Keeps the books across every event the operator runs. Cares that each order, bill and payment lands on the right budget line and reconciles, and that the margin reported at close is the margin that was actually earned.

Persona

Financial controller

Side

Internal — Works for the organisation running the events.

Reference

finance

Where they work

Across every project at once, in the financial areas of the operator's workspace. Their unit of work is the account and the period, not the event.

What they are responsible for

That every order, bill, and payment lands on the right budget line and reconciles, and that the margin reported at close is the margin that was actually earned.

What they can do

• Raise and approve purchase orders, record bills, and run payments.
• Issue invoices and credit notes, take payments, and process refunds.
• Reconcile bank activity, post journals, and open or close accounting periods.
• Set tax rules, exchange rates, and the mappings that decide where a transaction lands.
• See cash position across the whole portfolio, and the margin on each event's budget.

What they cannot do

• Approve a request they raised themselves, where the product requires a second person.
• Change what an event sold — pricing and inventory belong to the commercial lead and the project lead.

Journeys they take part in

These are the end-to-end chains of work that name them — the steps they own, and the ones that only affect them.

Journey pages need an operator sign-in to open.

Win

• Deal to live projectA won deal becomes a provisioned project with the right modules and team.
• Price the jobLabour and services are priced so the job can hit its target margin.
• Quote to signed proposalAffected, no step of their ownThe buyer signs exactly the option and price that was sent, the opportunity is won by that signature, and the accepted quote is the one that converts.

Stand-up

• Set up the sales catalogue and quoting rulesEvery quote is priced from one catalogue, converts under one contract rule, and is printed by the right company in the right layout.

Financial ops

• Books that reconcilePeriods close, the GL maps correctly, and accounting sync stays clean.
• Budget to marginPlan, commitments, actuals, and variance produce a known margin.
• Client funds to close-outMoney held in trust for a client is drawn down, reconciled against the bank, and closed out without a stray balance.
• Money back outRefunds, credit notes, and disputes are handled without breaking the books.
• Purchase to payA purchase order becomes a received, billed, paid, and posted transaction.
• Quote to cashAn order becomes an invoice, a payment, and a reconciled receipt.
• Time to marginYou know what the project's labour actually cost, what you recovered against it, and whether the job made its margin.

Delivery

• Accommodation block to guest arrivedA room block is contracted, filled, and guests check in.
• Exhibitor checkout to fulfilled packageAn exhibitor buys a stand and package online, signs and pays as the event requires, and every entitlement they paid for is delivered and evidenced.
• Group and delegate changesGroups, transfers, and cancellations happen without revenue leakage.
• Registration open to badge in handAffected, no step of their ownA delegate registers, pays, is confirmed, and arrives with a badge.
• Sponsorship sell to floorPackages become prospects, contracts, entitlements, and a built booth.

Close

• Event close to next eventLearnings, a clone, and the renewal conversation.
• Post-event close to client reportFinal actuals, margin, and a report that proves the value.

Ongoing

• Agree services, fees and support with emaThe commercial team and customer can reconcile agreed services, payment stages and support hours against the same agreement.
• Integration healthEventsAir, Productive, and Xero syncs stay clean.
• Monthly finance closeReconciled, invoiced, synced, and reported.
• Weekly ops rhythmTime is in, approvals are done, and WIP has been reviewed.

Pages that relate to the Financial controller

• Accounting PeriodsSign-in required
• AP InboxSign-in required
• AR Dunning ConfigSign-in required
• Bank ReconciliationSign-in required
• BillsSign-in required
• Cash FlowSign-in required
• Chart of AccountsSign-in required
• Commercial Agreements With emaSign-in required
• Credit NotesSign-in required
• Exhibitor Commercial OperationsSign-in required
• Exhibitor QuotesSign-in required
• Expense ClaimsSign-in required
• Financial OverviewSign-in required
• Goods Received NotesSign-in required
• InvoicesSign-in required
• Issuing Entity and Document NumbersSign-in required
• Journal EntriesSign-in required
• Money and accounting
• Payment PlansSign-in required
• Payment RunsSign-in required
• PaymentsSign-in required
• Posting HealthSign-in required
• PricesSign-in required
• Pricing and DiscountsSign-in required
• Project budgets
• Project BudgetsSign-in required
• Purchase OrdersSign-in required
• Rate CardsSign-in required
• RefundsSign-in required
• Stripe API KeysSign-in required
• Tax Rates (Productive)Sign-in required
• Time and labour recovery
• TimesheetsSign-in required
• Trust ReconciliationSign-in required
• Unattributed SpendSign-in required
• Vendor Onboarding ConfigsSign-in required
• VendorsSign-in required