SettleWise Docs

How SettleWise fits together

The client is the spine; the money story revolves around it

Every area attaches to a client. Select an area to read what it owns, the rules it enforces, and where to go next.

The commercial spine + Money loop + Supporting areas

Direct connectionIndirect connection

The commercial spine

Direct connectionIndirect connection

Money loop

Supporting areas

Clients

The person or agency the lodge sells to. Link commission partners, keep real parent-child clear, and read the balance before the next sale.

Who acts hereSales

Rules to remember

The client is not the invoice: the name, the sold program, and the money are three different things.
Commission partners earn beside the guest — link the partner, set the rate, and choose who receives the invoice email.
A child keeps its own record; billing can be routed to the parent without merging them.
Read the commercial picture before chasing money or sending another invoice.

Connected with

Programs & Invoices · sells the programPayouts · commission settles laterPayments & Registers · updates the balanceCredits & Exceptions · credit belongs to the client

Open the scope →Read the docs

Coverage

What the Playbook covers today

Each operating scope, its tracks, and the scenarios you can open now. Statuses come from the scope directory; nothing here is a score.

#	Scope	Status	Tracks	Ready scenarios
01	Clients	Available	Client identity	8
02	Programs & Invoices	Available	Program invoice	8
03	Payments & Reconciliation	Available	Money in	6
04	Credits & Exceptions	Available	Credit creation · Credit use and transfer	8
05	Collections & Reminders	Available	Reminder schedule · Manual follow-up	8
06	Registers & Cash	Available	Where money sits	6
07	Payouts	Available	Money out · Guide advances	15
08	Accounting & QuickBooks	Available	Account layer · Reports and planning · QuickBooks	8
REF	AI Assistant	Available	Ask and act	6

ready

From client to collected program

One commercial loop: remember the client, sell the program as an invoice, collect, and only then talk about credits or reminders.

A client exists before the lodge sells the program.
The sold program becomes one invoice, usually two-phase.
Sending asks for money. Payments later match that ask.
Credits and reminders hang off the same invoice, not a new program.

Management reports

High-level reports for management questions that cannot be answered inside one operating scope.

These reports combine trusted signals; they do not move ownership. Every exception must lead back to the source scope that can explain or correct it.

MR-01Available
Sales summary
How much did the lodge sell this period, and which categories drove it?
Management decision
Confirm revenue against sent invoices before chasing collections or planning the next season.
For
Owner and sales
Cadence
Weekly and monthly
Source scopes
- Clients
- Programs & Invoices
MR-02Available
Aging balances
Which clients still owe money, and how long has each open balance been waiting?
Management decision
Prioritize follow-up on the oldest open asks before sending new invoices.
For
Owner and accounting
Cadence
Weekly
Source scopes
- Clients
- Programs & Invoices
- Collections & Reminders
MR-03First to build
Cash flow forecast
How much cash should arrive in the next 7, 15, or 30 days from open invoices?
Management decision
See whether expected collections cover upcoming payouts and lodge obligations.
For
Owner and accounting
Cadence
Weekly
Source scopes
- Programs & Invoices
- Payments & Reconciliation
MR-04Planned
Period comparison
How does this season compare to the last one on revenue, collections, and invoice count?
Management decision
Spot category shifts and client mix changes before resetting prices or programs.
For
Owner
Cadence
Monthly and seasonal
Source scopes
- Programs & Invoices
- Payments & Reconciliation
- Credits & Exceptions
MR-05Planned
Two-phase payment tracking
For two-phase invoices, which deposits landed and which final balances are still open?
Management decision
Separate deposit risk from balance risk before the event date arrives.
For
Sales and accounting
Cadence
Weekly
Source scopes
- Programs & Invoices
- Payments & Reconciliation
MR-06Planned
Commission performance
How is each salesperson performing on revenue and commission owed?
Management decision
Align payout timing with collected revenue, not sent invoices alone.
For
Owner and accounting
Cadence
Monthly
Source scopes
- Programs & Invoices
- Payouts

SettleWise

Alerts & responsibilities

SettleWise defines the source condition, responsible role, and escalation for each commercial alert. The lodge confirms who covers each responsibility.

7 alerts

A name in this matrix documents operating coverage; it does not grant application access by itself.

Operational alert responsibility matrix
Alert	When	Source scope	Trigger summary	Responsibility	Coverage	Status
Open invoice is overdue	Now	Programs & Invoices	A sent invoice still has an unpaid phase after its due date.	Primary: Accounting follows the balanceEscalation: Owner when the client relationship is at risk	Primary: AccountingBackup: Sales	Needs review
Payment cannot be matched	Now	Payments	Money arrived by email or manual entry but no open invoice fits the amount.	Primary: Accounting assigns or investigatesEscalation: Admin when register rules block assignment	Primary: AccountingBackup: Admin	Needs review
Two-phase deposit still missing	Prepare	Programs & Invoices	The first phase of a two-phase invoice is still open close to the event date.	Primary: Sales confirms the client commitmentEscalation: Owner before cancelling or rewriting the program	Primary: SalesBackup: Accounting	Needs review
Large client credit unused	Close	Credits	A client carries a material credit balance that has not been applied to a new invoice.	Primary: Sales reads the commercial picture before the next saleEscalation: Accounting when the credit source is unclear	Primary: SalesBackup: Accounting	Needs review
Reminder delivery failed	Platform	Collections & Reminders	An automated reminder could not reach the billing recipient.	Primary: Admin checks email configurationEscalation: Accounting when manual follow-up is needed	Primary: AdminBackup: Accounting	Needs review
QuickBooks sync error	Platform	Accounting & QuickBooks	A posted movement failed to sync or returned a mapping error.	Primary: Accounting resolves the mapping or retryEscalation: Admin when integration settings changed	Primary: AccountingBackup: Admin	Needs review
Register balance unexpected	Close	Payments	Assigned payments no longer match the register the lodge expects to hold.	Primary: Accounting reconciles the registerEscalation: Owner when cash sales or transfers are involved	Primary: AccountingBackup: Admin	Needs review

Roles in the commercial loop

Who does what in SettleWise

Application roles control what a person can change. Playbook actors describe who owns each step in the money story. They overlap but are not the same thing.

Read the full role matrix in docs →

Owner

Reads the commercial picture and decides when exceptions need a human call.

Owns in the loop

Reports, forecast, and aging across the whole lodge
Escalations when a client relationship is at risk

Does not own

Does not replace accounting on payment matching or register work

Admin

Owns organization settings, users, payment structure defaults, and integrations.

Owns in the loop

User invitations, roles, and QuickBooks connection
Product catalog defaults and reminder configuration

Does not own

Does not become the day-to-day owner of every open invoice

Manager

Runs sales and collections with broader edit rights than staff.

Owns in the loop

Clients, invoices, payments, credits, and full reports
Unpaid invoice edits and refund or credit decisions within policy

Does not own

Cannot manage organization settings or billing for SettleWise itself

Staff

Creates day-to-day commercial records under the lodge's operating rules.

Owns in the loop

Record clients, create invoices, and register payments
Use the AI Assistant for guided questions

Does not own

Cannot edit sent invoices, issue credits, or manage customers beyond basic entry

The AI Assistant helps read and draft. It never becomes the record for a client, invoice, payment, or credit.

The SettleWise world

One commercial spine, one money loop

SettleWise begins when a lodge remembers a client and sells a program as an invoice. Field execution stays in Trailhead.

Trailhead owns the trip, the guide day, and the field report. SettleWise owns the client, the ask, and the money that follows.

Commercial spine
Clients come first
Every invoice, payment, credit, and reminder hangs off a remembered client. Parent and child stay distinct, and the balance is read before the next sale.
The ask
Programs become invoices
A sold program is one invoice, usually in two phases. Drafting costs nothing; sending is the commercial ask.
Money in and out
Payments, credits, registers, payouts
Money answers the open ask, exceptions hang off the same invoice, registers show where cash sits, and payouts move money out once collection is clear.
What it means
Reports and QuickBooks
Reports read the whole loop for the owner. QuickBooks receives the posted movement; SettleWise remains the source of truth.

The client is the spine; the money story revolves around it

The commercial spine

Money loop

Supporting areas

Clients

Rules to remember

What the Playbook covers today

Clients

Programs & Invoices

Payments & Reconciliation

Credits & Exceptions

Collections & Reminders

Registers & Cash

Payouts

Accounting & QuickBooks

AI Assistant

From client to collected program

Management reports

Sales summary

Aging balances

Cash flow forecast

Period comparison

Two-phase payment tracking

Commission performance

Alerts & responsibilities

Owner

Admin

Manager

Staff

Clients come first

Programs become invoices

Payments, credits, registers, payouts

Reports and QuickBooks