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Finance

The Finance module is your central hub for all financial tracking.

Direct access

Open the Finance module at hub.vivin.app/finance. Tab routes include /finance/income, /finance/contractValues, /finance/transactions, /finance/payouts, and /finance/deposits. See Deep Links for all routes.

It consolidates income, expenses, deposits, and payment activity across every booking and property — giving you a complete picture of your portfolio's financial health. With automated rent collection, invoice generation, and payment allocation, the Finance module eliminates manual work and reduces errors to near zero.

The module is organized into several tabs, each focused on a specific financial area.

Finance Overview Filter Panel

Overview Tab​

The Overview tab provides a high-level financial dashboard for your entire portfolio. At the top, you will find filter controls to refine the data by property, date range, and other criteria.

The overview displays your income status across bookings — which payments have been received, which are pending, and which are overdue:

Finance Overview Income Status

Use the Overview tab as your daily financial health check. Properties or bookings with large outstanding balances are visible here, allowing you to prioritize follow-up.

Income Tab​

The Income tab provides a detailed breakdown of all incoming revenue. You can filter by property, date range, and payment type.

The data can be grouped by property, giving you a clear view of which properties are generating the most revenue:

Finance Income Tab by Property

Use this tab to:

  • Verify that monthly rent is being collected for all active bookings
  • Identify months with lower-than-expected income
  • Generate revenue reports for property owners

Contract Values Tab​

The Contract Values tab shows a summary of all scheduled charges across all bookings — the "expected" side of your financial picture. This is the complete list of what tenants are contractually obligated to pay.

Finance Contract Values Tab

Use this tab alongside the Transactions tab to identify discrepancies: if a charge appears in Contract Values but has no matching transaction, the payment has not been received.

Transactions Tab​

The Transactions tab is a detailed ledger of every individual payment received. It shows each payment event individually for reconciliation.

Finance Transactions Tab List

Each row shows:

  • Payment date
  • Booking and tenant
  • Amount received
  • Payment type (Rent, Deposit, Fee, etc.)
  • Allocation — which scheduled charge this payment was applied to

Finance Transactions Mapped Value

This tab is useful for reconciliation — cross-checking received payments against your bank records.

Financial Reconciliation​

Reconciliation is the process of matching bank transactions against Vivin payment records to ensure accuracy. The Finance module provides tools to make this process faster and more reliable.

Multi-Select Payment Matching​

The multi-select feature allows you to select multiple payment movements at once and match them to bookings in bulk, rather than processing each transaction individually. This is particularly valuable when reconciling bank exports:

  1. Export your bank statement and import the data into the Transactions tab.
  2. Select multiple transactions using the multi-select checkboxes.
  3. Match to bookings — the system suggests matches based on amount, tenant virtual IBAN, and booking reference.
  4. Confirm or adjust the allocations in one action.
tip

Multi-select resolves the majority of reconciliation work. For the remaining edge cases (split payments, partial matches), use individual transaction matching.

Platform Reconciliation​

Different rental platforms have different commission structures and VAT rules. When reconciling platform payouts:

  • Each platform deducts its own commission before paying you, so the received amount may differ from the booking value in Vivin.
  • Vivin tracks the gross booking value (what the tenant pays) and the net amount received separately.
  • Use the platform filters in the Transactions tab to isolate payments from a specific channel for reconciliation.
Important

Ensure the Paid At date is set correctly when recording payments. An incorrectly set date causes the payment to appear in the wrong period in financial reports. If you notice a payment is showing up in the wrong month, this is the field to check in the Transactions tab.

Payouts Tab​

The Payouts tab tracks outgoing payments from your company to property owners. When you need to distribute revenue to an owner, this is where you record and track those transfers.

Finance Payouts List

Each payout record includes:

  • Owner name and associated property
  • Amount
  • Date
  • Status (Pending, Paid)

Payout Processing​

Payouts are processed with same-day execution — once approved, transfers to owners are initiated on the same business day. The system supports:

  • Automatic calculation of the owner's share based on configured revenue split rules.
  • Deduction of management fees before payout.
  • Batch processing — pay multiple owners in a single operation.

Deposits Tab​

The Deposits tab tracks security deposits across all bookings. It shows the current status of each deposit:

StatusDescription
ReceivedDeposit collected from the tenant at move-in
ReturnedDeposit fully refunded to the tenant at move-out
RetainedDeposit kept due to damages or outstanding charges
Partially ReturnedPart of the deposit returned, part retained

Finance Deposits Tab

Deposit Return Workflow​

When a tenant moves out, use this tab to:

  1. Record any deductions for damages (with a description)
  2. Initiate the deposit return for the remaining amount
  3. Mark the deposit as fully resolved

IBAN Visibility and Filtering​

The Deposits tab includes filtering to help you manage refunds efficiently:

  • IBAN status filter — quickly identify which tenants have provided their IBAN for refund and which are still missing it. This prevents delays in the return process.
  • Status filter — isolate deposits by status (Received, Returned, Retained, Partially Returned) to focus on actions needed.
  • Property filter — view deposits for a specific property to prepare owner statements.
Business Rule

The Finance module records the decision on deposit deductions and returns, but the actual bank transfer to the tenant is handled outside the platform. Vivin tracks what was decided, not the bank transfer itself. Ensure tenants have provided their IBAN before initiating a return.

Automated Rent Collection​

Vivin provides multiple automated payment channels to streamline rent collection:

Virtual IBANs​

Each tenant receives a unique virtual IBAN for bank transfers:

  • Zero commissions — no fees on bank transfer payments.
  • Automatic matching — payments received on a tenant's virtual IBAN are automatically matched to their booking.
  • Unique per tenant — eliminates the need to manually identify which tenant sent which transfer.

Credit Card Payments​

Tenants can optionally pay by credit card through the Tenant Portal:

  • Commission charged to tenant — the processing fee is passed to the tenant, not the operator.
  • No cost for operators — credit card payments do not reduce your revenue.
  • Instant processing — payments are recorded and allocated immediately.

Automated Reminders​

The system automatically sends payment communications:

  • Upcoming payment notifications — email and push notifications before a payment is due.
  • Overdue payment reminders — automated escalation when a payment is past due.
  • Configurable timing — set how many days before/after the due date reminders are sent.

Invoice Automation​

Vivin automates invoice generation across your entire billing workflow:

  • Automated generation — invoices are created automatically for rent, utilities, cleaning, repairs, and other services.
  • Customisable templates — brand your invoices with your company logo, colours, and formatting.
  • Automatic delivery — invoices are sent to tenants automatically with payment instructions.
  • Accounting integration — integrates with accounting systems (such as Invoice-xpress) for seamless bookkeeping.
tip

Configure your invoice templates and VAT rates in Settings > Invoicing before generating your first invoices to ensure consistent formatting and compliance.

Financial Dashboards & Reporting​

The Finance module provides comprehensive dashboards for financial oversight:

Revenue Tracking​

  • Paid vs. unpaid — real-time visibility into collected versus outstanding revenue.
  • By property — compare revenue across properties to identify top performers.
  • By unit — drill down to individual unit profitability.
  • By time period — track revenue trends over custom date ranges.

Outstanding Debt Overview​

  • Ageing analysis — see how long payments have been overdue, segmented by 30/60/90+ days.
  • Priority list — surface the largest outstanding amounts for immediate follow-up.
  • Trend tracking — monitor whether total outstanding debt is increasing or decreasing.

Cash Flow Statements​

  • Account-level summaries — overall cash flow across your entire portfolio.
  • Property-level detail — income and expenses broken down by property.
  • Exportable reports — generate reports for accounting, tax purposes, and stakeholder sharing.

Adding Payments​

To manually record a payment received from a tenant, click Add Payment within the Finance module or from the booking's Transactions tab.

Add Payment Modal

In the modal, specify:

  • Booking — which booking this payment is for
  • Amount received
  • Payment date
  • Payment method
  • Notes (optional)

The system automatically allocates the payment to the oldest outstanding scheduled charge. You can adjust the allocation if needed.

Key Business Rules for Finance​

Summary

  1. Payments are allocated automatically. When a payment is recorded, the system applies it to the oldest outstanding charge first. Overpayments become credits toward future charges.

  2. Virtual IBANs enable zero-commission collection. Each tenant's unique IBAN ensures payments are automatically matched without manual reconciliation.

  3. Credit card fees are tenant-side. When tenants pay by card, the processing commission is charged to them — operators pay nothing.

  4. Deposit status is tracked, not transferred. The Finance module records deduction and return decisions, but the actual bank transfer to the tenant is handled externally.

  5. Contract values are fixed at booking creation. Scheduled charges reflect the terms in place when the booking was created. Property setting changes do not retroactively alter existing schedules.

  6. A scheduled charge is only "Paid" once allocated. A charge in the Contract Values tab remains outstanding until a matching incoming payment has been recorded and allocated to it.

  7. Invoices are generated automatically. Once configured, the system handles invoice creation and delivery without manual intervention.