FEATURE REQUEST: Bridging Purchase FAF & Accounting Budgets (The Imprest & Envelope System)

Hello GreenTech Dev Team,

I am working with 7 large engineering and construction clients who use Perfex and are ready to buy your modules. We are looking at both your Purchase Management and Accounting & Bookkeeping modules. However, there is a critical missing link between them regarding project budgets and cash advances (Imprest).

I want to take a moment to explain exactly how money works on a large engineering site, and why the current gap is a dealbreaker for project-based businesses. I will explain this simply, like a project manager who cannot afford to lose a single dollar.

The “Envelope System” Analogy

Imagine you are sending a kid on a school trip. You do not just hand them $100 and say, “Try not to spend it all.” You give them three separate envelopes:

• Envelope 1: $50 for Food.
• Envelope 2: $30 for Rides.
• Envelope 3: $20 for Souvenirs.

If the kid wants to buy a $40 toy, they look in the Souvenir envelope. It only has $20. They cannot buy the toy. The only way they can buy it is if the parent steps in and moves $20 from the Food envelope into the Souvenir envelope.

Right now, your Accounting module only looks at the giant, company-wide bank account for the whole year. It does not create individual envelopes for specific projects. And your Purchase module (specifically the new FAF feature) lets staff ask for money without checking if there is actually cash left inside those specific project envelopes.

Here is the exact step-by-step workflow we need you to build to fix this, which digitizes the strict manual paper forms our clients currently use:

Phase 1: Setting Up the Project Envelopes (The Budget)

Before a team ever steps foot on a site, the Project Manager must be able to open a specific Perfex Project and create a strict budget.

• They need to allocate exact amounts to specific categories (e.g., Per diem, Fuel, Communication, Transport).
• This is the hard limit. The project cannot spend a penny more than what is in these buckets.

Phase 2: The FAF and Cash Advance (Asking for the Money)

An engineer is going to the site and needs cash. They open the system and fill out an Advance Request.

• They state they need $500 for Transport and $200 for Per diem.
• The Real-Time Check: Before the manager signs off, the system must automatically check the project’s specific envelopes.
• The Hard Stop: If the Transport envelope only has $100 left, the system immediately blocks the request or flags it in red. It tells the engineer, “You cannot ask for $500, this project only has $100 left for transport.”
• This needs a multi-level approval flow (e.g., Project Manager to Finance Manager).

Phase 3: The Claim and Retirement (Returning the Change)

This is the core missing link. The engineer comes back from the site and did not spend all the money.

• They must open their original approved advance and log their actual spending against it with attached receipts.
• The system must do the math automatically: [Total Advance Taken] minus [Total Expenditure] = [Surplus or Refund].
• Once approved by management, that leftover money must be automatically put back into the project’s envelope so someone else can use it.
• Our clients have a rule: the advance must be retired within 14 days. Having an automated reminder for this would be incredible.

Phase 4: Budget Reallocation (Moving the Money)

What happens if a truck breaks down and the site needs more fuel money, but the Fuel envelope is empty? Operations cannot just stop.

• The Project Manager needs a button to Reallocate Funds.
• They look at the overall project budget, see that the “Stationery” envelope has $500 sitting there, and they move that $500 into the “Fuel” envelope to keep the project moving.

The Ask

We have 7 companies ready to fully adopt your modules if this complete loop exists. FAF is a great addition, but it needs granular project budgets to check against. Giving out cash advances is too risky if the system does not force staff to “retire” the funds.

Is this level of cross-module project budget enforcement on your roadmap? If not, can we discuss a quote for custom development to get this built for our clients right away? We are ready to move!

Hello sent support email but still no response

Can you check the last update files please.

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Arabic text does not display correctly when exporting documents to PDF. The text appears broken or unreadable, while English works fine. Arabic works inside the system UI, but fails only in PDF export.

I’ve purchased 2 of your modules.

1. HR Records module (which I deactivated and want to activate on new domain)

2. This, Accounting and Bookkeeping, purchased today.

for both license key activations are not working, showing “Server is unavailable…”

No updates for over a year, although promised many times. Will renew support and try to get this fully functional once the update is released.

FEATURE REQUEST: The “Imprest & Retirement” Lifecycle (Detailed Workflow)

Hello Dev Team!

We are looking to implement your module, but we have a critical requirement for Construction & Engineering clients that is currently missing in the Perfex ecosystem.

We need a workflow for “Field Cash Advances” (Imprest).

Currently, Perfex handles Reimbursements (Staff spends own money → Company pays back). We need the opposite: Company gives cash → Staff spends → Staff accounts for it.

Here is the exact “User Journey” we need you to build/add:

1️⃣ PHASE 1: The Request (The Imprest)

Staff clicks “New Imprest Request” (Not standard Expense).

• Fields: Amount Requested, Purpose (e.g., “Site Visit Phase 1”), Expected Travel Dates.
• Approval Flow: Requires multi-level approval (e.g., Accountant → Manager → Director).
• Status: Once approved, status becomes "ISSUED" and the balance is recorded against the staff member.

2️⃣ PHASE 2: The “Retirement” (The Missing Link)

This is the most critical part. When the engineer returns, they cannot just create random expenses. They must open the Original Imprest Request and click a button called “RETIRE / SURRENDER”. This opens a form where they breakdown how the cash was utilized:

• Row 1: Hotel – $100 (Attach Receipt)
• Row 2: Fuel – $50 (Attach Receipt)
• Row 3: Per Diem – $50 (No Receipt)

3️⃣ PHASE 3: The System Logic (The Math)

The system must automatically calculate the Variance.

Formula: [Total Cash Issued] - [Total Valid Receipts] = [BALANCE]

We need the system to handle these two outcomes:

• Scenario A (Refund to Company):
  Staff took $500. Receipts total $450.
  System creates a “Pending Return” of $50. Staff pays cash to cashier → Cashier confirms receipt → Imprest marked “CLOSED”.

Scenario B (Claim from Company):
Staff took $500. Receipts total $550 (emergency costs).
System creates a “Payable Claim” of $50. Finance pays staff → Imprest marked “CLOSED”.

:question: THE ASK: We have 7 companies waiting for this. Can you add a “Retirement Mode” to your existing module that allows expenses to be linked to a specific Cash Advance Request?

If you can build this or add this, we are ready to move immediately! :rocket:

Hello, presale question can you explain me how this can be achieve with your module having multiple stores/warehouses, each with its own bank account, and make sales automatically map to the correct bank account. in the one store also we can have different payment gateway how to map each of this to its corresponding bank account.

I’ve waited two months for any updates, but it seems you have a specific release date. Please let me know the exact release date if you still intend to release a new version.

Looking at your demo, how are you able to pay staff using this module?! It only shows Vendors from the Purchase Module

Any update? I want to buy this but see long time no update

When is the next update?

Hello, it would be nice to have a button to the plaid.com site, in the Plaid environment page. Also to have a small tutorial written on the page or a button that automatically retrieves the ID and password keys.

In addition, a tutorial would be needed to configure Plaid, as it is complex and difficult to understand how to link the bank account to Plaid and then to the Perfex CRM.

Hello,

Is it possible to import invoices and notes via a PDF or image? Like they do at https://codecanyon.net/item/parsepilot-lightning-ocr-autofill-toolkit-for-perfex-crm/60448824?

Do you think you could develop this feature?

If several duplicate invoices are imported, is there an alert to indicate that the invoice has already been recorded and that there is the option to tick a box to force the duplicate or cancel it?

are you planning on creating this module for concord crm as well?

Hello,

I changed my domain name to a new one. Now, i’m not able to activate my license with the new domain name. Please help.

Can you please kindly add an option to DEACTIVATE the TAX Functions to all your modules?? Kuwait has NO TAX at all, thanks.

​I purchased it just now, but when i upload it doesn’t show in the Modules page. Nothing there… Please help.

Great work!