Perfex Cash & Capacity – Project Profitability, Invoice Collections & Client Value Score for Perfex CRM

See which clients make you money — and get paid faster.

Perfex Cash & Capacity turns the timesheets, expenses, invoices and payments you already keep in Perfex CRM into answers: what each project and customer really earns after staff cost, which invoices need chasing today, and which customers are worth keeping. Nothing has to be entered twice.

A one-time price for what subscription resource-planning and collections tools charge every month — and your data stays on your own server.

Documentation · Support

Why Cash & Capacity

• Real margins: labour cost from every task timer, at the cost rate that applied on that day, plus overhead and project expenses.
• Reminders that stop by themselves: sequences around the due date that pause on a promise or a dispute and end the moment the invoice is paid.
• One grade per customer: A to D from margin, payment behaviour, revenue and reliability, with a clear Grow, Fix Price, Fix Payment or Fire recommendation.
• One Overview page: margin this month, receivables and DSO, today's worklist, client grades and everything that needs attention.
• Safe by default: nothing is sent to customers until an administrator switches reminders on; salary-sensitive cost rates have their own permission.
• No core file is modified: standard Perfex module hooks only, so Perfex updates stay safe.

Profit

• Staff cost rates with history: own rate, from a monthly salary, role defaults, CSV import
• Fallback for hours without a rate, with "uncosted hours" warnings so margins are never silently too high
• Overhead on labour, target margin, and a choice of revenue basis (work done or invoiced, or invoiced only)
• Correct revenue for all three Perfex billing types: Fixed Rate, Project Hours and Task Hours
• Project list with margin, hours and cost burn bars, filters and CSV export
• Profitability tab on every project: live P&L, revenue and cost by month, margin trend, cost by staff and task
• Hours and cost budgets with burn bars, cost at completion and alerts at 75 / 90 / 100% by notification and email
• Customer profitability (losing customers first) and a team view with hours, billable %, cost and contribution
• Margins only in your base currency — money is never mixed across currencies

Get Paid

• Every unpaid invoice with a due date is picked up automatically
• Three ready-made sequences (Standard, Gentle VIP, Strict), fully editable: days before or after the due date, channel, tone, PDF attachment, copy to the sale agent
• Email through your Perfex mail settings and SMS through the SMS gateway active in Perfex (Twilio, Clickatell, MSG91 or an SMS gateway module)
• WhatsApp sent automatically through WhatsBot or the WhatsApp Cloud API Business Integration module (sold separately) with your Meta-approved templates: pick a template per step and what fills each variable (name, invoice number, balance, due date, pay link). Without a module, or when WhatsApp refuses a message, the step becomes a worklist task with a ready chat link
• Call tasks with your script, assigned to the right collector
• Templates per language with merge fields such as {pay_link}, {respond_link}, {days_overdue} and {statement_total}, and a preview against a real invoice
• Tracked pay link to the invoice's own Perfex payment page — your existing payment gateways do the rest
• Customer response page, no login: Pay Now, "I will pay on…" (promise to pay) or "Something is wrong" (dispute)
• Promises pause the reminders; broken promises restart them and put a call on the worklist
• Optional take-over of Perfex's own due and overdue reminders so customers are never reminded twice
• Daily worklist: calls, WhatsApp messages, broken promises, disputes, promises due, overdue invoices with no contact for 14 days, failed sends
• AR ageing (not due, 1–30, 31–60, 61–90, 90+), DSO with a 12-month trend, expected payment dates and an 8-week cash-in forecast
• Per-customer rules: own sequence, collector, pause, allowed channels, exclusion; excluded customer groups
• Collections strip and Reminders tab on the invoice, Cash & Value tab on the customer profile

Client Value Score

• Nightly score 0–100 and grade A–D for every active customer
• Four components with weights you can change: margin (35), payment (30), revenue (20), reliability (15)
• Grow / Fix Price / Fix Payment / Fire chart of margin against days late, bubble size by revenue
• A "What To Do" line per customer, e.g. raise prices by the amount needed to reach your target, or switch to strict reminders in one click
• Score history by month and CSV export

AI wording (optional, bring your own key)

• Rewrites a reminder for the customer's situation and language, as a draft for approval or sent automatically
• "Who to chase first" suggestion for today's worklist
• Works with OpenAI, Anthropic, Google Gemini or any OpenAI-compatible server — or reuses Perfex Brain Pro's AI settings
• No names, email addresses, phone numbers or invoice lines are sent; a daily limit keeps costs predictable; a reminder is never blocked by AI

Works with Perfex Brain Pro (optional)

Already using our Perfex Brain Pro? Cash & Capacity adds 19 widgets (margin, receivables, ageing, DSO, cash-in forecast, promises, disputes, grades and more) and a ready "Cash & Capacity" dashboard template, sends budget alerts to Slack, Teams and Telegram, and shares Brain Pro's AI settings and theme. Brain Pro is not required and is sold separately.

Security & privacy

• Permissions: four permission groups — Profit (view / view own / edit budgets), Staff Cost Rates, Collections (view / view own / create / edit / delete) and Settings
• Cost visibility: cost, margin and salary-based rates never reach staff without Profit or Cost Rates access; "view own" staff see only their own projects and customers
• Signed customer links: each pay and response link is signed for one invoice, stored only as a hash, rate limited, kept out of search engines, and stops working 30 days after the invoice's reminders end
• No contact data to AI: names, email addresses, phone numbers and invoice lines are never sent; AI keys are encrypted and write-only
• Gives Perfex its reminders back: when you switch the take-over off, deactivate or uninstall the module, every invoice gets its own Perfex reminder setting back
• Every change is a POST with CSRF protection; data is kept on uninstall unless you ask to delete it
• Works inside Perfex SaaS tenants (one database or table prefix per tenant)

9 languages

English, Spanish, Portuguese (Brazil), French, German, Italian, Dutch, Turkish and Russian. Reminder templates can be written per language, and the customer response page follows the customer's language.