Inmovilla Budgets

Complete guide to creating and managing budgets in Inmovilla step by step

The Inmovilla budgets module is an essential tool within the CRM's accounting features, designed to optimise the financial management associated with clients. This functionality allows for the preparation of detailed financial proposals, incorporating services broken down by lines, applying discounts and taxes accurately, and maintaining an organised list that facilitates quick location of any budget when required.

In this detailed guide, you will find a comprehensive walkthrough of the process: from accessing the budget list, applying filters, creating a new budget, incorporating and validating client data, to tax configuration and preparing the detailed lines that make up each financial proposal.

Comprehensive management from the Budgets module

This area centralises all generated budgets, offering an individual record for each, allowing agile and personalised management. It is essential to have companies previously registered in the corresponding tool of the accounting area, as this will facilitate the correct selection of the entity responsible for invoicing in each budget.

From this section, users can perform the following key actions:

• • Consult and navigate through the complete list of registered budgets.

• • Apply advanced filters to segment documents by company, date range, client, VAT number, or budget number.

• • Select one or multiple records to work with them efficiently.

• • Reset search criteria to start new queries without interference.

• • Export the list information for external analysis or customised reports.

• • Create new budgets, completing both the commercial and fiscal data required.

• • Add multiple lines detailing services, products, or budgeted work, ensuring a clear and detailed proposal.

Access and navigation in the Inmovilla budgets list

To access the list, go to the left sidebar of the CRM. Within the Utilities menu, select the Accounting option and then enter Budgets.

Upon entering this section, a table displays all existing documents. At the top you will find fields for searches and available actions, while the main area shows results according to the applied filters.

Applying filters for efficient budget searches

When the volume of budgets is high, using appropriate filters is essential to speed up tracking and locating specific documents. The available criteria allow narrowing the list according to accounting, temporal, or client-related parameters.

Available filters and their utility

• • Company: filters budgets linked to a particular company, facilitating management by entity.

• • Date range: defines a specific period by start and end dates to focus the search.

• • Creation date: allows finding budgets created within a determined time interval.

• • Collection date: facilitates locating documents according to the expected or recorded collection date.

• • Issue date: restricts the list to budgets issued at a specific moment.

• • Invoice or budget number: searches for a specific document using its unique numbering.

• • Client or VAT number: locates budgets associated with a client or company identified by name or tax number.

Once filters are applied, list actions allow selecting results, marking records, resetting search criteria for new queries, or exporting data for external analysis. The reset option is especially useful to ensure no active filters remain that could hide relevant information in future searches.

Procedure to create a new budget

To start creating a budget, use the New budget button located at the top right corner. A blank record will open, structured into two main blocks: client data and budget data.

It is recommended to follow the following order to complete the document efficiently:

• • Select or create the client contact associated with the budget.

• • Review and complete the necessary identification data to ensure accuracy.

• • Define the invoicing company, document series, numbering, and relevant dates.

• • Save the initial record to preserve the entered information.

• • Access the detail lines to incorporate the budgeted concepts with their specific characteristics.

• • Verify that amounts and totals have been recalculated correctly after adding the lines.

How to correctly complete client data in the budget

At the top of the record are fields to identify the recipient, including name, VAT number, nationality, city, address, postal code, province, and country.

To speed up this process and avoid manual data entry, the form includes integrated searchers for contacts, properties, and demands. Additionally, it allows creating a new contact directly from this interface.

When selecting a contact or owner with a complete record, their data is automatically imported into the budget. If mandatory or identifying data is missing, the option to complete data can be used, which will update both the contact record and the client block within the budget.

Importance of keeping the contact record updated

The accuracy and quality of the budget data depend directly on the information available in the selected contact record. Keeping the name, tax identifier, and address updated allows completing the budget faster and minimises the need to manually correct data later.

Detailed configuration of the budget's accounting data

Once client data is completed, it is essential to correctly configure the budget's accounting data block. Here the parameters that identify the document and the entity responsible for its issuance are defined.

• • Invoicing company: select the company to which the budget will be assigned.

• • Series: determines the document series corresponding to the selected company.

• • Budget number: entered manually to assign the specific numbering.

• • Creation date: records the date the budget is created.

• • Collection date: allows indicating the expected or actual date for collecting the amount.

• • IRPF: select the applicable percentage from a dropdown with predefined options.

The series is configured from the company record within the accounting area, where it is possible to define prefixes or specific formats to distinguish the numbering of each entity or document line. The specific budget number is completed later in the corresponding record.

Adding detail lines to the budget

Lines represent each of the concepts that make up the total amount of the budget. They can include real estate services, additional work, products, or other associated charges. Registering each concept separately ensures the budget is clear and transparent for the client, showing how the final total is calculated.

To add lines, first save the budget record. Then, when the document is in view mode, access the Line details option.

The detail panel shows the list of lines already added and the option to add new ones. When creating a line, the following data is requested:

• • Quantity: number of units corresponding to the concept.

• • Price: unit amount assigned to the line.

• • Discount: percentage reduction applicable to the concept.

• • VAT: tax rate according to regulations.

• • Description: explanatory text identifying the budgeted service or product.

Practical example of line structure in a budget

For a budget related to the presentation of a property, it is recommended to organise lines into independent concepts, such as:

• • Property photography, specifying quantity, unit price, discount, and applicable VAT.

• • Plans or graphic presentation elements, recorded as a separate line.

• • Additional services such as decoration, included in independent lines for greater clarity.

This approach facilitates individual modification of each service without affecting the rest of the budget, as well as offering the client a detailed and understandable breakdown of each item.

Thorough review of the total before finalising the budget

Once lines are saved, Inmovilla automatically calculates and updates the total amounts in the budget record. Therefore, it is essential to perform a final review when all concepts are incorporated and correctly reflected.

It is recommended to especially verify the following aspects:

• • Confirm that the selected invoicing company is correct.

• • Verify that the document series matches the configuration established for that company.

• • Check that the budget number is properly informed.

• • Ensure that the client's identification and address data are complete and updated.

• • Review that each line correctly includes quantity, price, discount, VAT, and description.

• • Validate that the total amount reflects the precise sum of all added items.

Recommended workflow for efficient budget management in Inmovilla

To maintain orderly and effective control in budget management, it is advised to follow a structured sequence: keep companies configured in the system updated, complete and review contact records, create the budget header with the necessary data, save this information, and finally add the detail lines that make up the financial proposal.

This method ensures that each budget is correctly linked to an identifiable client, assigned to a specific invoicing company, and broken down into clear and precise concepts. Additionally, proper use of filters in the list allows retrieving documents quickly and easily, using criteria such as dates, company, client, VAT number, or numbering, avoiding the need to manually review large volumes of records.