Accounting (Expenses and Credits)

In many businesses, tracking internal expenses such as purchasing services, consuming cloud resources, or increasing credit is often accompanied by scattered information and a lack of transparency. Additionally, collecting invoices, accurately recording revenues and expenses, calculating taxes, and preparing financial reports are time-consuming and prone to errors. Users are unaware of where their credit is being spent, managers lack a clear picture of spending trends, and without precise reports, financial control becomes a time-consuming and complex task.

At Kubit, we have designed an integrated internal accounting system to address this challenge.
This service automatically and accurately records and categorizes all users' financial transactions within the Kubit platform, from wallet top-ups and service usage to detailed tracking and management of expenses for each tool. At any moment, you can see where each unit of credit has been spent and how much cost has been allocated to which project or service.

Service: Any of Kubit's services, such as infrastructure, Kubernetes, bucket storage, cloud tools.

Resource: Anything provided within a service is a resource; for example, virtual machines, bucket storage space, entry in cloud tools, etc.

Cost: The amount of credit consumed by each resource over time. The cost of each resource is calculated in real-time; meaning as long as the resource exists, its cost is continuously calculated, and once the resource is deleted, its cost stops. This model is also called pay as you go.

Package / Plan: A prepaid expense for a resource, typically for 30-day periods, which includes a discount on the resource's cost.

Note 1: If a resource with an active package is deleted before the package expires, accounting will return a portion of the unused package amount to the organization's account through a formula.

Note 2: If a resource's package changes, the new package cost is first deducted from the organization's account, then the remaining balance of the previous package is returned to the organization's account. Therefore, at the moment of package change, sufficient credit must be available in the organization account to cover the new package cost.

Overuse / Excess Consumption: The amount consumed for each resource parameter that exceeds the values specified in the selected package. This amount is calculated freely and accumulated hourly as excess consumption.

Sufficient Credit: The amount of credit required for a resource, including the credit needed for all currently active resources in the organization.

Financial Dashboard: A real-time overview of your account's financial status, including credit balance, service usage, estimated time until credit depletion, and quick access to recent invoices.

Usage Reports: Displays issued invoices broken down by month, with complete details of expenses for each service and resource, payment status (settled/unsettled), and the ability to download reports in various formats.

Credit Management: Review active credits (cash, gift, payment gateway), percentage consumed, start date, and types of services associated with each credit. Also, the ability to increase credit via payment gateway, gift code, or payment ticket.

Financial Report: Advanced analysis of costs and resource usage over custom time periods, with filtering capabilities by service, resource, and project. Includes pie, bar, and line charts for better understanding of financial trends.

Calculator: A tool for calculating pre-invoices for cloud services before finalizing an order. By selecting the service type and configuring resources (CPU, RAM, disk, etc.), you can obtain an accurate cost estimate.

To use any organization service, the organization must have at least seven days of free credit available for future use. Otherwise, a suspension warning will be sent to service users.

Suspension and Recovery Process:

1. Suspension Warning: When approaching credit depletion, if the organization has less than seven days of credit available, a suspension warning will be sent to users.

2. Partial Recharge: If during the warning period, the organization adds less than seven days of credit, only the suspension warning time will be pushed back by the amount of credit added. For example, if 3 days until suspension remain and 2 days of credit are added, the warning will be extended to 5 days.

3. Service Suspension: After the warning period passes, if the organization does not have at least seven days of credit, the service will be suspended.

4. Lifting Suspension: A suspended service will only be unsuspended if at least seven days of credit is added. Adding less than this amount has no effect on lifting the suspension.

For resources that have been previously created, performing any of the following activities depends on having free credit available for seven days for the new state:

• Changing a resource's state from off to on
• Increasing resource size or changing resource parameters

Example: If a machine is off (only disk cost is calculated) and you want to turn it on, you must have sufficient credit for the next seven days to cover the total machine cost (CPU, RAM, disk). Otherwise, there is no possibility to turn it on.