P360 Portal
RoxiAI assistant
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Record
Recent recordings
No receipts captured for this month.
No expenses in this category for the month.
Projects & clients
Pick active or historical engagements, then a client. Each client is marked Direct or Partnership (with partner & structure). Clients on a payment schedule show what's due to bill — approve to send; clients without a schedule get an on-demand Generate button. Set these in Projects.
Invoice Master Tracker
| Invoice # | SOW # | Client | Amount | Raised | Expected | Paid | Days late | Status |
|---|
No invoices yet. Approve a draft below to post it to AR and it appears here.
Milestone billing schedule
Current = milestones due now (or delivered), ready to invoice. Future = the upcoming pipeline. Generating drafts a customer invoice under review below; approve it to post to AR.
Roxi — invoice drafts
Roxi drafts these monthly from consultant PSAs and client SOWs. Review, then Approve to post consultant invoices to AP and customer invoices to AR.
⚠ Needs receipts
Billable/reimbursable charges in the selected period with no receipt on file — upload proof (or mark "no receipt needed") to include them in invoices.
No billable expenses in this range.
Reimbursement timing (per client)
When should you be reimbursed for travel billed to each client? Immediate, when the client invoice is generated, or when the client pays the travel invoice.
No reimbursable expenses in this range.
Invoice the company
Generate a professional invoice billed to Proxima360 — either for your consulting services (hours × rate) or a travel reimbursement. The PDF includes your details, an itemized table, the total due, and your payment instructions.
Invoice details
Payment instructions (where the company pays you)
Line items
Projects
Set up each client engagement here: upload or edit the SOW, build the delivery team and cost it out, and manage the deliverables & milestone billing schedule. Approved milestone invoices flow to Billing → AR.
Onboard a consultant or employee
Bring on talent across the US, Canada, Mexico, Brazil, Colombia and India — the pool is expandable to any country. The required tax IDs, documents, and year-end forms adapt to the person's country and engagement type. Sensitive IDs (SSN, PAN, Aadhaar, passport) are stored in your private Firebase with server-only access.
Consultant roster
No consultants yet — add one above.
Consultant
📥 Document Inbox
The Document Inbox mirrors Roxi's inbox (roxiai@proxima360.com) — every document sent to Roxi (PSAs, IDs, returned tax/bank forms like W-9 / W-8BEN / wire, and consultant invoices) queues here. To pull a document that landed in a different mailbox, pick it in Inbox above and scan. Approve to populate the consultant (a returned W-9 fills their tax ID; a wire form fills bank details); reject to dismiss. Plain purchase receipts skip this and flow to Expenses.
No documents waiting — inbound PSAs, IDs and invoices will appear here for review.
👥 Partners — K-1 & quarterly estimates
Each founding partner holds their interest through their own LLC. Transferred tallies AP payouts matched to the partner plus manual entries; taxable uses the cash-distributed basis you chose; quarterly figures apply each partner's effective rate at the four IRS due dates. This is a planning worksheet — a filed Schedule K-1 taxes each partner's distributive share of partnership income, not distributions. Confirm all figures with your CPA before filing or paying.
Generate a year-end tax form
Year-end issuance for a consultant (1099-NEC for US contractors, 1042-S for foreign). Amounts are estimated from Resource-bucket expenses matched to the person — confirm before filing.
Year-end tax documents
The US company (Proxima360) issues/collects these. US contractors paid ≥ $600 get a 1099-NEC; US employees get a W-2; foreign contractors provide W-8BEN and receive a 1042-S only if there's US-source withholding. Amounts are estimated from Resource-bucket expenses matched to each person — confirm before filing. The generated 1099-NEC PDF is the recipient's Copy B; file Copy A with the IRS electronically using the e-file CSV export.
Cash flow forecast
Expected money in (from AR) vs out (to AP), grouped by when it's due, with your projected cash position. Starting cash comes from your connected bank balances.
Receipts pending
Who still owes receipts. Every billable or reimbursable charge that hasn't been matched to a receipt (and isn't waived) is counted here, grouped by person, so you can chase them.
🎉 No pending receipts — everyone is caught up.
Accounts Receivable
Client invoices you've issued and are waiting to be paid. Due dates are computed from each invoice's payment terms (Net 30, due on receipt, end of month, …). Overdue amounts are flagged.
+ Add a receivable manually
Accounts Payable
Pay approved bills via Wise
Creates a Wise transfer for each approved Wise-method bill. Roxi never funds them — you review and fund in your Wise account. The API token is set in Admin → Wise API.
Bills you owe — consultant invoices (auto-added when a consultant invoices the company) and vendor bills. Approve, schedule, then mark paid. Due dates use each bill's terms or the consultant's PSA wire schedule. Bad Assets prepares payments; it never moves money — you release the run at your bank.
+ Add a bill manually
Only money deposited into a bank account is income. Credit-card refunds and reversals are not income (they reduce an expense), and transfers between your own accounts, owner deposits, and loans are excluded too — the AI classifies each deposit and only revenue and other income reach the P&L. Confirm or correct any row; your edits stick.
No deposits in this range.
Income (bank deposits)
Review & categorize deposits on the Income tab. Summary here feeds the statement.
Closed periods
AI attribution engine
Reads each receipt's merchant, location, flight route, card and dates and intelligently assigns the person, client, billable/reimbursable, and invoice week — using your people & rules below as guidance.
People
Who expenses roll up to for invoicing. Set each person's home city/state and home airports — the AI uses them to recognize home-airport rides, return legs and stranded hotels as part of a client trip.
Card → person rules
Expenses on these cards are tagged business and attributed to the person. Mark each card company (not reimbursed) or personal (reimbursable).
Location → client rules
Expenses in these states/cities (and optional date window) become billable to the client — e.g. anything in VA → Family Dollar.
Authorized users (company financials)
Only these people can sign in and view the P&L, financial statements, and month close/export. Everyone else can still use the rest of the app.
Assistants (Monitor access, no financials)
Assistants can see the Monitor (receipts pending across the team) and the operational tabs — Billing, Expenses, Receipts, Reimburse, Tasks, Rules — but not the company financials (Income, P&L) or this Admin page.
Your company profile (sender)
Appears in the invoice letterhead and remittance block. This is the firm sending the invoice — Proxima360 is pre-filled; edit and save.
Remit / payment instructions
Connect bank (auto-sync)
Link your banks once via SimpleFIN (read-only) and Signal Forge pulls new transactions automatically every day — no manual statement uploads. Connect your accounts at bridge.simplefin.org, then paste the one-time setup token it gives you here. Your bank password is never shared with Signal Forge.
Bank / card statements (manual)
Drop a CSV or PDF statement — the AI reads every transaction, files each into its own month (upload prior months to backfill your history), reconciles them against your receipts, and flags any billable/reimbursable charge missing a receipt. Uploading the same file twice, or a second statement for the same card + month, is caught as a duplicate.
Gmail accounts
One-time setup: paste the Web OAuth client ID and secret (Google Cloud console → Auth Platform → Clients → "Signal Forge Web").
Mark a personal mailbox personal to stop pulling every receipt from it — Roxi will then only pull vendors you approve as Business (e.g. Lyft, airfare) and list the rest for you to triage under Vendors….
Vendor classifications
Every vendor Roxi has seen. Mark the ones that are always Business — those are always pulled in and treated as business. Everything else defaults to Personal (promote a receipt to business/reimbursable anytime). Mixed vendors were tagged both ways, so Roxi leaves them to per-receipt review.
Loading vendors…
Wise API (consultant payouts)
Admin only. Approved AP bills for Wise-method consultants become Wise transfers (Roxi never funds them — you fund in Wise). Paste your Wise API token; the profile ID is auto-detected. Get the token in Wise → Settings → API tokens (Full access).