For Perfex CRM 3.x · Profit · Get Paid · Capacity · Client Value
Perfex Cash & Capacity turns the timesheets, expenses, invoices and payments you already keep in Perfex CRM into answers: what each project and customer really earns after staff cost, which invoices need chasing today, who is free for the next project, and which customers are worth keeping. Nothing has to be entered twice.
Why Cash & Capacity
Perfex already holds the answers — hours on every task, every invoice and every payment. Cash & Capacity reads them and tells you what to do next.
Hours are logged and invoices go out, but nobody can say which projects actually lose money once staff time is paid.
With Cash & CapacityReal margins from every task timer, at the cost rate that applied on that day, plus overhead and expenses.
Someone has to remember who to remind, when, and how firmly — and stop the moment the customer pays.
With Cash & CapacityReminder sequences around the due date that pause on a promise or a dispute and end when the invoice is paid.
The loudest customers get the attention. The ones who pay late on thin margins quietly cost you the most.
With Cash & CapacityAn A–D grade for every customer with a clear next step: Grow, Fix Price, Fix Payment or Fire.
Profit
Every task timer becomes labour cost at the rate that applied on that day. Add overhead and project expenses, and each project shows what it really earns — for all three Perfex billing types: Fixed Rate, Project Hours and Task Hours.
Profitability tab & budgets
Every project gets a Profitability tab with a live profit and loss card, revenue and cost by month, the margin trend and cost by staff member and task. Set hours and cost budgets and get warned on the way up, not after.
Get Paid
Every unpaid invoice with a due date is picked up automatically and follows a sequence around its due date. A promise pauses it, a dispute stops it, a payment ends it. Nothing is sent to customers until an administrator switches reminders on.
Email through your Perfex mail settings, SMS through the SMS gateway active in Perfex (Twilio, Clickatell, MSG91 or an SMS gateway module).
Call steps land on the worklist with your script. WhatsApp steps go out automatically with a Meta-approved template when WhatsBot or the WhatsApp Cloud API module (sold separately) is connected. Without one, they become a task with a ready chat link: one click opens WhatsApp with the reminder filled in.
Friendly, neutral, firm or final tone, with merge fields such as {pay_link}, {respond_link} and {days_overdue}, and a preview against a real invoice.
A promise to pay holds the reminders until the date. If nothing arrives, they start again and a call appears on the worklist.
Optionally take over Perfex's own due and overdue reminders. Switch it off or uninstall, and every invoice gets its own Perfex setting back.
Own sequence, collector, pause until a date, allowed channels or "never send", and whole customer groups excluded.
Customer response page
Every reminder can carry a link to a small page in the customer's language — no login. They see the invoice and the balance and choose what happens next. Your Perfex payment gateways do the rest.
Daily worklist
Calls, WhatsApp messages, broken promises, disputes, promises due and invoices nobody has touched in 14 days — on one list, as Mine or Everyone. Log the call, add a promise, snooze or open the invoice from the same row.
Receivables
AR ageing per currency and per customer, Days Sales Outstanding with a 12-month trend, and an expected payment date for every open invoice — the promised date, or the customer's own usual delay.
Capacity · new in 1.1.0
A weekly schedule of who works on what. Drag a booking to move it, pull its edges to resize it, drop it on another person to reassign it. Each week is coloured by booked against available hours, tentative work is hatched, and holidays and leave are shaded.
Utilisation & forecast
Planned hours from confirmed bookings and actual hours from task timers, both measured on the hours people are really available. Time off never lowers anyone's utilisation.
Client Value Score
Every night each active customer gets a score from 0 to 100 and a grade from A to D, built from margin, payment behaviour, revenue and reliability. You choose the weights.
Works with Perfex Brain Pro
With Perfex Brain Pro installed, Cash & Capacity adds its own provider, two ready dashboard templates (one for owners, finance and project managers, one for resource managers and team leads), and four record types for Custom Metrics. Same permissions, same drill-down, same theme. Brain Pro is optional and sold separately.
Security & privacy
Cost, margin and salary-based rates never reach staff without Profit or Cost Rates access, on the schedule too. "View own" staff see only their own projects and customers.
Profit (view, view own, edit budgets), Staff Cost Rates, Capacity and Collections (view, view own, create, edit, delete) and Settings.
Each pay and response link is signed for one invoice, stored only as a hash, rate limited, and stops working 30 days after the invoice's reminders end.
AI wording is optional. Names, email addresses, phone numbers and invoice lines are never sent. Keys are encrypted and write-only.
Switch the take-over off, deactivate or uninstall, and every invoice gets its own Perfex reminder setting back. Data is kept on uninstall unless you ask.
Works inside Perfex SaaS tenants and uses standard Perfex module hooks only, so Perfex updates stay safe.
Setup › Modules › Upload the zip and activate Perfex Cash & Capacity. Make sure the Perfex cron job runs.
Enter staff cost rates under Profitability › Cost Rates — by person, from a salary, per role or by CSV. Margins appear straight away.
Review the three sequences and the templates, then turn on Send reminders in Settings when you are ready.
Roadmap
What we are building and planning. Plans can change, and we never promise dates: an item ships when it is ready and tested.
Plan people across projects by week and see who is over or under booked.
Posted costs from the ledger as actuals in project and client margins. Needs Perfex Books.
One rate table with Sales Growth for multi-currency forecasts.
Update the module from the Perfex admin, with a backup first and a way back.
Pricing
Perfex Cash & Capacity
$129one-time
Licence for one Perfex CRM installation. Six months of support included, free updates. Sold by SellMyCode.
Buy now at SellMyCode Try the demo firstOne-time vs monthly
Profitability, resource-planning and collections tools are usually sold as monthly subscriptions, priced per user, on their own servers. Here is how the two models compare.
Monthly subscription tools
Two years$3,600
Perfex Cash & Capacity
Total$129
Example only: a 10-person team over two years, at an assumed $10 per user per month for a profitability or resource-planning tool and $50 per month for a collections tool — typical entry prices for subscription tools in these categories. Your own figures will differ.
The live demo is a full Perfex CRM with Cash & Capacity installed and filled with fictional projects, timesheets, invoices and customers. Change whatever you like.
cashcapacity.perfexcrm.app
Only once you allow it. Nothing is sent until an administrator switches on Send reminders in Settings. From then on, email and SMS steps go out on schedule within your send hours and weekdays, and so do WhatsApp steps with an approved template when a WhatsApp module is connected. Call steps, and WhatsApp steps that cannot be sent automatically, are tasks for a person on the worklist.
Email through your Perfex mail settings, SMS through the SMS gateway active in Perfex (Twilio, Clickatell, MSG91 or an SMS gateway module), call tasks, and WhatsApp: sent automatically through WhatsBot or the WhatsApp Cloud API module with Meta-approved templates, or as a chat-link task. A step on a channel that is not available or not allowed for that customer becomes a call on the worklist.
Yes, automatically, when WhatsBot or the WhatsApp Cloud API Business Integration module (both sold separately) is connected to your WhatsApp Business account. WhatsApp only lets a business start a conversation with a template Meta has approved, so you pick an approved template for each WhatsApp step and choose what fills its variables: name, invoice number, balance, due date, pay link. Without a module, without a template, or when WhatsApp refuses a message, the step becomes a worklist task with a ready chat link: one click opens WhatsApp with the reminder filled in. You can switch WhatsApp off in Settings.
Not if you switch on the take-over of Perfex's own due and overdue reminders. The module remembers each invoice's original setting and gives it back when you switch the take-over off, when the invoice stops being chased, and when you deactivate or uninstall the module.
Only staff with the Profit or Staff Cost Rates permissions. Cost, margin and salary-based rates never reach anyone else, and staff with "view own" see only their own projects and customers. The planned cost, revenue and margin on the capacity schedule follow the same Profit permission. Capacity, Collections and Settings have their own permissions too.
Money is never added up across currencies. Cost rates are in your base currency, so margins are calculated for projects and customers billed in the base currency. Others show their revenue and cost side by side with a notice. Receivables, ageing and the worklist are shown per currency.
Yes. You set working hours per weekday (and per person from a date), add company holidays by hand or import them from a CSV or .ics calendar file, and enter time off. If the Timesheets & Leave or HRM module is installed, its approved leave and holidays are read automatically, read only, and each source can be switched off. Time off always wins: a day off gets no booked hours, the booking is flagged, and utilisation is measured on available hours, so leave never lowers anyone's figures.
Yes. Book people tentatively on an estimate, a proposal, a lead or any named work, or book a placeholder role such as "Unassigned Designer" when you do not know yet who will do it. Tentative work is hatched and counted apart. When the estimate or proposal is accepted (or an estimate becomes a project, or a lead becomes a customer), the person who booked it gets a Perfex bell notification and Won Work to Confirm offers the booking on the schedule. Nothing is confirmed automatically.
Yes. Every booking carries a version, so if someone else moved or changed it a moment earlier, your change is not saved over theirs: the board shows the booking where it really is and tells you. Staff with "view own" see their own row and the bookings on their projects.
Only if you switch AI wording on and add your own key (OpenAI, Anthropic, Google Gemini or any OpenAI-compatible server), or reuse Perfex Brain Pro's AI settings. The AI never receives names, email addresses, phone numbers, links or invoice lines; merge fields are filled in afterwards on your server. A daily limit keeps costs predictable, and a reminder is never blocked by AI.
No. Cash & Capacity works from core Perfex data: timesheets, expenses, projects, estimates, proposals, leads, invoices and payments. With Brain Pro installed you also get 25 widgets and two dashboard templates. For SMS steps you need an SMS gateway active in Perfex. The Timesheets & Leave and HRM modules are optional: when one is installed, Capacity reads its approved leave and holidays.
Perfex CRM 3.0 or newer (tested on 3.4.1), PHP 8.0 or newer, and the Perfex cron job running — reminders, budget alerts, scores and nightly figures all run from it. It works inside Perfex SaaS tenants.
Yes, into English, Spanish, Portuguese (Brazil), French, German, Italian, Dutch, Turkish and Russian. Reminder templates can be written per language, and the customer response page follows the customer's language.
Contact us through sellmycode.net. Six months of support are included with every licence. Please add your Perfex and PHP versions and a screenshot of Cash & Capacity › Settings › General.
Real margins, invoices that get paid, a schedule that knows who is free, and a grade for every customer — inside your own Perfex CRM.