Money

CFO view

The CFO view rolls the budget, ticket revenue and approvals up into a finance dashboard: profit and loss by show, committed spend by category, variance and the approval trail. It also holds the company's budget categories and account codes. In the left menu, under Money, choose CFO view (in CoralOps it is the Funder view). Owner, Company Admin, Tour Manager, Finance and Legal seats can use it; View only reads it; Ops and Coordinator seats do not see it unless a Company Admin gives them access.

What is on the CFO view?

The view has seven tabs:

• Portfolio P&L: revenue, budget, committed spend and margin for each show, plus a tour-wide row.
• Cash flow: committed spend against budget for each category, as bars.
• Approvals: budget lines still Pending or in Review.
• Variance report: budget, committed, variance and percentage used for each category.
• Audit trail: the latest budget approval requests and what became of them.
• Categories: the company's budget categories and account codes.
• Saved reports: reports kept with their filters, which can be emailed weekly or monthly (see "How do I save a report and have it emailed?").

The view reads the budget and ticket records as they are; there is nothing to enter on the first five tabs. If there are no budget lines or shows yet, it shows No financial data yet with a Go to Budget button.

Where does the revenue figure come from?

On Portfolio P&L, a show's revenue is its ticket gross from Ticketing (the count that makes the show's total) plus any Money in budget lines on it. When a show has no ticket records yet, revenue is projected from the show's capacity times its goal average ticket price, and marked with an asterisk. Everything is converted to your company currency with the rates under FX rates.

What counts as committed spend?

A budget line counts as committed once its status is Approved or Done. Money in lines are never spend. The budget figure comes from the sub-category envelopes plus any older lines that carry their own budget, so nothing is counted twice. A line shared by several shows is split evenly between them.

How do I look at one quarter or year?

Use the period picker at the top right: All periods, Full year for each year your shows run, or a quarter such as Q2 2026. Shows are placed by their date. Tour-wide lines and sub-category envelopes are counted when the tour's dates overlap the period you picked.

How do I approve the lines on the Approvals tab?

The Approvals tab lists every line still Pending or in Review, with its amount, category, shows and status. Choose Open in Budget to go to the budget and change the line's status there. Approval requests sent to you also appear on My day under Awaiting your approval.

How do I export or print the CFO view?

• Export downloads a CSV of the tables on the view (one row per figure).
• Board pack opens your browser's print dialog with every tab laid out; choose to save as PDF there.
• QuickBooks (when your GigOps server has QuickBooks set up) connects your QuickBooks Online and sends approved costs and settled shows to it. See "How do I sync to QuickBooks Online?" below.

How do I sync to QuickBooks Online?

A Company Admin connects it once:

1. On the CFO view, choose QuickBooks, then Connect QuickBooks, and sign in to Intuit to pick your QuickBooks company.
2. Back on GigOps, the QuickBooks accounts window opens. Choose the Vendor bills go to (bills in QuickBooks need a vendor; one such as "Tour expenses" covers them all), a Default expense account, a QuickBooks expense account for each of your account codes, the Income account and Deposit to account for settled shows, and optionally Sync from (a date: nothing dated before it is sent) and Sync every night.
3. Choose Save.

Then choose Sync now in the QuickBooks window. Owners, Company Admins and Finance seats can sync; anyone a Company Admin gives Edit on the CFO view can too.

What goes over:

• Every budget line whose status is Approved or Done (not Money in lines) becomes a bill for its committed amount, on the QuickBooks account its code is mapped to (or the default expense account), dated by its first show.
• Each show's latest locked settlement becomes a journal entry: your share of it (the act's share, or the promoter's share in PromoterOps) debited to the Deposit to account and credited to the Income account.
• VenueOps rentals: each client you invoice becomes a customer (if QuickBooks already has a customer with exactly that name, GigOps uses it instead of making a second one), each issued rental invoice an invoice to that customer, and each payment recorded on it a payment applied to that invoice into the Deposit to account. Choose the Product or service the invoice lines go on, and a Sales tax item for invoices with tax, under Rental invoices in the accounts window. A credit goes on the invoice as a discount line, so its balance matches GigOps. Voiding an invoice in GigOps voids it in QuickBooks, and a payment removed in GigOps is deleted there. Refunds are not sent: the sync log names each one once, to record in QuickBooks as a refund receipt or a check.
• Amounts are converted into your QuickBooks company's currency with the rates under FX rates. A line in a currency with no rate waits until you add one.

Syncing again is safe: a record that has not changed is not sent again, a changed one updates the same bill or journal entry in QuickBooks, and nothing is created twice. If you edit a bill in QuickBooks, the next sync after a change in GigOps replaces your edit, so make changes in GigOps. Sync log lists every sync, what it created or updated, and why anything was not sent.

How do I disconnect QuickBooks?

A Company Admin opens QuickBooks and chooses Disconnect. GigOps tells Intuit to end the connection and forgets it. Bills and journal entries already in QuickBooks stay there, and reconnecting the same QuickBooks company later sends nothing twice. If the window says QuickBooks no longer accepts the connection, choose Reconnect.

How do I save a report and have it emailed?

1. Open the Saved reports tab and choose New report.
2. Name it, and pick the Report: Tour P&L (gross, costs, net and the artist's share per show, in dollars), Settlement summary (which shows are settled and which are still open), Ticket counts and pace (capacity, sold, sell-through and gross per show), or Custom report to build your own (see "How do I build my own report?").
3. Pick the Tour (or all tours) and the Dates: a fixed range, or one that moves with the calendar, like Last month or Next 90 days.
4. To have it emailed, set Schedule to Weekly or Monthly, the Day (weekly: 1 is Monday to 7 Sunday; monthly: 1 to 28) and tick the Recipients.
5. Choose Preview to check it, then Save.

On its day each recipient gets an email with the totals in the body and the whole report attached as a CSV, once per week or month. Only company users who can read that report can be recipients (Ops and Coordinator seats, for example, do not get a P&L unless a Company Admin gives them access), and that is checked again on the day it goes out. Open shows the report now, CSV downloads it, and Send now emails it to its recipients straight away. The person who saved a report, or a Company Admin, can change or delete it. Email has to be set up on the server for anything to be sent.

How do I build my own report?

In New report, pick Custom report as the Report. A builder opens:

1. Choose the Source: Shows, Budget lines, Settlements, Ticket counts or, on VenueOps, Rental invoices.
2. Tick the Fields you want as columns.
3. Optionally Group by a field (a status, a client, a city) or by Month, and tick the Sums to total (amounts, tickets sold, capacity). Not grouped, each record is a row; grouped, each group is a row with how many records it holds and its sums. Money in more than one currency is summed per currency.
4. Filter with the Tour, the Dates (they read the source's own date: the show date, a budget line's first show, an invoice's issue date) and a Status if you only want, say, unpaid or approved ones.
5. Preview, then Save. A custom report is opened, downloaded, scheduled and sent like the others.

You only see the sources and fields your access includes: Budget lines need Budget, Settlements need Settlement, Ticket counts need Ticketing (or Counts), Rental invoices need Rentals. Ops and Coordinator seats see rental invoices without their amounts unless a Company Admin sets Rentals to View or Edit for them. A recipient who could not read every field of a custom report cannot be added to it.

How do I manage budget categories?

1. Open the Categories tab.
2. Under Budget categories, type a name in New category name and choose + Add.
3. Use the arrows to reorder, or the trash icon to remove one.
4. Choose Save changes. Reset to defaults puts back the standard list.

Changes to categories are only saved when you choose Save changes. Removing a category that lines still use only takes it out of the picker; those lines keep their category until you edit them.

How do I add account codes?

1. Open the Categories tab and go to Account codes.
2. Type the code (for example 6100) and a label (for example Production expenses).
3. Choose + Add.

Codes save immediately. Use the pencil icon to edit one and the trash icon to remove it. Each code shows how many lines use it. Pick a code on any budget line in the Account code field; it appears on the line and in the budget export.

What is the programme summary in CoralOps?

In CoralOps the view opens with a Programme summary: survey days done, dives logged, reef sites, fragments held, corals outplanted, certification and permit status, and the grant budget planned and committed. Share funder link makes a read-only link for funders that needs no login, and Subscribe (iCal) gives a calendar link for the programme.

Why can't I see the CFO view?

The CFO view is a money module. Ops and Coordinator seats do not have it by default; a Company Admin can open it for one person under Users & access > Team > Access. If the module is switched off for your whole company, a Company Admin turns it back on under Users & access > Modules.