Revenue and invoices
Business-Gym keeps your commercial spine in one place: orders, invoices, and what they add up to. It computes totals, numbers documents, ages your receivables, and rolls revenue up per offering and per customer. What it does not do is move money — that stays with you, permanently.
This page marks exactly where the line falls, because on this surface the difference between “recorded” and “sent” is the difference between a clean month and an awkward call with a customer.
Where do I see orders, invoices and revenue?
Section titled “Where do I see orders, invoices and revenue?”On the Revenue page, which is split into three tabs — Orders, Invoices and Revenue. Each one reads your real tenant data, and an empty tab means genuinely nothing is there rather than a load failure.
Orders captures what was sold. You create one from an accepted quote — which copies the customer and
the line items across — or standalone against a customer you pick. Orders are numbered per company as
O-YYYY-NNNN, and can be marked recurring with an interval in months.
Invoices carries the receivables view. An invoice is created from an order or standalone, is numbered
RE-YYYY-NNNN, and shows AR aging in buckets: Current, 1–30 days, 31–60, 61–90, and 90+. The Revenue
item in your navigation carries a count badge, and that badge is your overdue invoices.
Revenue is the rollup: total revenue, revenue per offering, and revenue per customer. Revenue is recognised when an invoice is created, so the rollup fills in as you invoice, not as you get paid.
Creating and editing orders and invoices is owner or admin only. Everyone else on the workspace reads.
What happens when an invoice is issued?
Section titled “What happens when an invoice is issued?”Issuing stages an approval — it does not send anything. The invoice moves from Draft to the status
shown as Awaiting approval, and an approval item of kind invoice.issue appears for a person to
decide in the approval queue.
Only a draft with a positive total can be issued, and the staged approval carries the invoice number, the customer and the amount, so whoever decides it is not guessing.
Does approving actually charge the customer or book the invoice?
Section titled “Does approving actually charge the customer or book the invoice?”No. The Stripe and Datev connectors behind an invoice issue run dark. Approving moves the invoice
to Sent, stamps a stub external reference, and writes an audit record — but no Stripe charge is
created and nothing is posted to your accounting ledger.
That is deliberate, and it matches how the rest of the platform treats connectors: a step that cannot really run says so rather than reporting a success that did not happen. Until the live credentials and a separate go-live decision land, send and collect outside Business-Gym and use the invoice record to track state.
The Datev side has a further constraint worth knowing: the eventual path there runs through a human-operated bridge, not an autonomous posting job.
Can Business-Gym move money?
Section titled “Can Business-Gym move money?”No, and it is not a setting you can turn on. The invoice.issue action is registered in the money
risk class, and money — alongside external sends and legal actions — is forced to a human decision. No
per-company configuration can lower that floor. The same rule is described in
autonomy and the hard floor.
Recording a payment is manual data entry. You tell the system what cash actually arrived; it
increments the amount paid and flips the invoice to Paid once the total is covered. It never pulls
funds, never initiates a transfer, and never reconciles a bank feed on your behalf.
Keep the two ideas separate: revenue was recognised when you created the invoice; recording a payment is cash tracking on top of that.
Which revenue numbers can I trust today?
Section titled “Which revenue numbers can I trust today?”Signed revenue and open deals are real reads; recurring metrics are honestly empty. The revenue-health tile on your overview shows total signed revenue, the month-to-date figure, and your top open deals straight from the commerce records. A zero there is a real zero.
MRR, ARR and churn are not computed from your own commerce data yet. The tile reports that it has no recurring data, along with the reason, instead of showing a number it cannot stand behind. Do not read a blank MRR as a broken tile.
Separately, subscription metrics can be read from Stripe and bound to a key result on your goals page: monthly and annual recurring revenue in euros, active subscriptions, trialing subscriptions, 30-day churn rate, and new customers in the last 30 days. Two honesty properties matter here:
- It reads through a restricted, read-only key, held separately from the write-capable billing key. The metrics path has no ability to create a charge or a refund.
- It returns no data rather than a guess when it hits an edge — a non-euro subscription, a metered or tiered price, or more records than it will page through. A wrong revenue number is worse than none.
How is my own Business-Gym subscription billed?
Section titled “How is my own Business-Gym subscription billed?”Through Stripe. Until plans can be chosen in the app, a subscription is arranged with you directly through your normal commercial contact. Once they can, an owner or admin of the workspace chooses a plan under Settings > Billing, subscribes in Stripe Checkout, and manages everything afterwards — payment method, invoices, cancellation — in the Stripe customer portal, opened from the same page. This is also covered in getting started.
The app shows how many days are left in your trial. Prices are net, plus VAT where it applies.
Once plans can be chosen in the app, three of them are self-serve — Start, Wachstum and Skalierung — each available monthly or annually, with annual as the default. Enterprise is sales-led and has no self-serve checkout. Today the plans differ in price, and — on a few busy parts of the app, such as runs, approvals and workflows — in how many requests a minute a workspace may make; a higher plan allows more. There is no per-plan limit on heads, workflows, legal entities or spend, and nothing stops you at a limit with an upgrade prompt. During the trial, an Upgrade link and a banner lead to Plan & billing; they block nothing. If that changes, this page will say what the limits are and what you see when you reach one.
What is not available on this surface yet?
Section titled “What is not available on this surface yet?”Four things, and each one is a place where you should expect to do the work yourself rather than wait on the platform. Nothing here is scheduled on this page — treat it as the current state.
- Issue and Record payment buttons — present on the invoice page but disabled.
- A real Stripe charge or Datev booking on approve — the connectors are dark; a stub reference is stamped instead.
- MRR, ARR and churn from your own commerce data — the recurring events that would feed them are not being written.
- Any automatic movement of money — permanent, not pending.
For how the approvals on this surface behave once they reach you, read working the approval queue. For what the connected systems around revenue can and cannot do, read integrations.
What does it cost to process my inbound volume?
Section titled “What does it cost to process my inbound volume?”Business-Gym cannot tell you today, and it is worth knowing that before you plan around a figure. Every message that arrives runs one classification pass on the cheapest model available, and a reply is drafted only when someone asks for one. But nothing on the inbound path records what those calls cost. The spend is real; it is simply never written down against inbound.
The Cost & usage page under Measure shows month-to-date AI spend split by Head, by model and by feature. The feature split has exactly three buckets — Workflows, Head chat and Autonomous Head ticks — plus Unattributed (before tagging), which holds spend recorded before feature tagging existed or carrying a tag the page does not recognise. There is no inbound bucket, and inbound is not hiding in Unattributed either: triage and drafting write no cost record at all, so that spend is absent from the page rather than sitting untagged inside it.
One caution about the same screen. The Net mesh ROI card carries a fixed “22.5× return this month” caption that is not computed from anything, and the human-time-saved and ROI figures beside it are estimates derived from run volume using an assumed minutes-saved-per-run and an assumed hourly rate — not measurements. Read the euro spend; do not plan against the return.
The Mesh impact page is the closest thing to an inbound cost view, and it still is not one. Over its fixed seven-day window it puts Inbound auto-handled (a percentage) next to a Cost figure in the same card, but that euro figure is the sum of everything the system did record as cost, across every Head and every feature — the triage and draft calls are not in it. Drafts produced, on the same card, counts every draft the mesh staged for review — quotes, contracts, invoices and replies — not inbound replies specifically. Do not divide any of these by one another.
For control, each Head’s Configure tab carries a Cost caps card. Only Per day (€) is wired; per-run, per-month and the “on cap trip” choice are placeholders. That daily cap governs the Head’s own scheduled ticks — an over-budget Head is skipped when ticks are scheduled, and skips the more expensive strategic step inside a tick that does run. It does not throttle triage, drafting or chat.
Your plan does not meter inbound volume either: there is no per-message or per-volume allowance to run down.