Capabilities
Everything Potrait does, on one set of records
Sales and accounting are not two systems here. A deal becomes a client, an invoice, a payment, and a line in the statements without anyone entering the same fact twice.
CRM and sales
CRM and sales
Pipeline that hands work to finance
- Developer companies and their contacts, kept as one client record.
- Leads with expected value in KES and an assigned salesperson.
- Stages from new through contacted, qualified and proposal to won or lost, enforced on the server.
- Winning a lead creates the company and contact automatically, in the same transaction.
- Reassignment is limited to management and administrators.
Created automatically on won
Savanna Ridge Developments Ltd
Developer company
Peter Otieno
Contact · linked
Receivables
Receivables
Money owed to the business
- Instalment schedules for retainers, or a single standalone invoice.
- Issuing an instalment raises the receivable and posts to the ledger together.
- Partial payments, full settlement, and allocation across invoices.
- Due and overdue views, plus a monthly collections projection from live schedules.
- Void and payment reversal where a correction is needed.
Payables
Payables
Money the business owes
- Suppliers with unique codes, so no duplicate records.
- Bills held as drafts, then posted to commit them to the ledger.
- Full or partial supplier payments.
- Bill void and payment reversal, always as a new entry rather than an edit.
- Outstanding payables reconcile to the control account.
General ledger
General ledger
Financial control
- Chart of accounts typed as asset, liability, equity, revenue or expense.
- Accounting periods that open and close.
- Journals drafted, then posted permanently.
- Protected receivables and payables control accounts.
- A trial balance maintained transactionally as entries post.
Financial statements
Financial statements
Reporting built from the ledger
- Profit and loss for any accounting period.
- Balance sheet as at a chosen date.
- A management summary of the headline position.
- The preceding period alongside for comparison.
- Reference-currency display that never alters a stored amount.
Accounting integrity
Controls that hold by construction
The properties that make the numbers dependable, implemented in the platform itself.
One authoritative currency
The Kenyan shilling is the only ledger currency, held as whole cents. Another currency can be displayed for reference without changing a stored figure.
Entries that cannot be rewritten
A posted journal is never edited or deleted. Corrections are linked reversals, and both entries stay permanently visible.
Reconciled by construction
Receivables and payables reconcile to their control accounts by construction, because both sides are written in the same transaction.
A complete audit trail
Every command records who acted, what changed, and when — with the same operation safe to retry without double-posting.
Server-side authorisation
Authorisation is decided on the server for every request. What a screen displays never determines what a person may do.
Traceable to the source
Most journals are raised automatically by receivables, payments and bills, and each one names the operation that caused it.
Access
Who can do what
Four roles, enforced on the server for every request.
Administrator
Manages who has access. Deliberately holds no accounting authority.
- Staff access and configuration — permitted
- Full CRM and pipeline — permitted
- Accounting and the ledger — not permitted
- Receivables and payables — not permitted
Management
Sees both halves of the business. Reviews, but never posts.
- Full CRM and pipeline — permitted
- Read the whole ledger — permitted
- Statements and collections — permitted
- Post or change financial records — not permitted
Accountant
Owns the financial records end to end.
- Chart of accounts and periods — permitted
- Journals, receivables, payables — permitted
- Financial statements — permitted
- CRM and the sales pipeline — not permitted
Salesperson
Works their own pipeline, and only their own.
- Leads assigned to them — permitted
- Pipeline stages — permitted
- Other salespeople's leads — not permitted
- Any financial record — not permitted