Skip to main content

Product Changelog

This document summarizes all recent changes, additions, and updates to the Placio platform features.

Recent Updates​

Payments Management System​

Added: Unified payments management system for tracking all workspace payments in a single interface.

Overview​

A comprehensive system that consolidates all workspace payments across different payment types (AI Tools, SMS, Storage, Subscription) into one centralized view. The system automatically records payments from subscription renewals and allows administrators to manually add payments for offline transactions.

Key Features​

  1. Unified Payment Tracking

    • View all workspace payments in a single table
    • Support for four payment types: AI Tools, SMS, Storage, Subscription
    • Multiple payment methods: Cash, Bank Transfer, Card, Other

  2. Automatic Payment Recording

    • Subscription renewals are automatically recorded
    • SMS payments are automatically linked
    • AI tools payments are automatically linked
    • System-generated payments cannot be edited or deleted

  3. Manual Payment Management

    • Add manual payments for offline transactions
    • Edit payment details (amount, method, date, description, notes)
    • Delete manual payments (with confirmation)
    • Upload receipt images for manual payments

  4. Advanced Filtering

    • Period filter: Daily, Weekly, Monthly, Custom Range
    • Payment type filter: Filter by AI Tools, SMS, Storage, or Subscription
    • Workspace filter: Searchable dropdown to filter by specific workspace
    • Date range: Custom date range selection with calendar picker

  5. Payment Statistics

    • Total payments (all-time)
    • This month's payments
    • This week's payments
    • Today's payments
    • Statistics update automatically based on applied filters

  6. Searchable Workspace Dropdown

    • Real-time search by workspace name or email
    • Debounced search (300ms) for performance
    • Displays workspace name and email
    • Click-outside to close

Access & Permissions​

  • Persona: Admin only
  • Module: payments
  • Scope: Platform-level
  • UI Location: Admin Dashboard > Payments
  • Permissions:
    • payments.view: Required to view payments
    • payments.manage: Required to create, update, or delete payments

Use Cases​

  1. Revenue Tracking: Monitor total revenue from all payment types
  2. Workspace Billing: Track payments per workspace
  3. Payment Reconciliation: Match offline payments with system records
  4. Financial Reporting: Generate reports by date range, type, or workspace
  5. Audit Trail: Maintain complete payment history

Documentation​

Expenses Management System​

Added: Complete expenses management system for tracking platform operational costs.

Overview​

A comprehensive system for tracking and managing all platform expenses across different categories. Admins can record expenses, attach receipt images, and view detailed statistics with category breakdowns.

Key Features​

  1. Expense Categories

    • Services: Service-related expenses
    • Salaries: Employee salaries and wages
    • Rent: Office rent and facility costs
    • Utilities: Utility bills (electricity, water, internet)
    • Marketing: Marketing and advertising expenses
    • Other: Other miscellaneous expenses

  2. Expense Management

    • Create new expense records
    • Edit expense details (amount, date, description, category, notes)
    • Delete expense records
    • Upload and attach receipt images
    • View expense details with full history

  3. Advanced Filtering

    • Filter by expense category
    • Filter by date range (custom date selection)
    • Pagination support (default: 20 items per page)

  4. Expense Statistics

    • Total expenses (all-time)
    • This month's expenses
    • This week's expenses
    • Today's expenses
    • Breakdown by category (services, salaries, rent, utilities, marketing, other)

  5. Receipt Management

    • Upload receipt images (WebP format)
    • Automatic image optimization
    • Receipt metadata (dimensions, size, content type)
    • Receipt storage in Google Cloud Storage

Access & Permissions​

  • Persona: Admin only
  • Module: dashboard
  • Scope: Platform-level
  • UI Location: Admin Dashboard > Expenses (planned)
  • Permissions:
    • dashboard.view: Required to view expenses

Use Cases​

  1. Cost Tracking: Track all platform operational costs
  2. Budget Management: Monitor expenses by category
  3. Financial Reporting: Generate expense reports for accounting
  4. Receipt Management: Maintain digital receipt archive
  5. Audit Trail: Complete expense history with receipts

Documentation​

Dashboard Enhancements​

Updated: Admin dashboard with enhanced financial overview and analytics.

New Features​

  1. Payment Statistics

    • Payment statistics (today, this week, this month)
    • Revenue breakdown by payment type:
      • AI Tools payments
      • SMS payments
      • Storage payments
      • Subscription payments
    • Monthly recurring revenue (MRR)

  2. Expense Statistics

    • Expense statistics (today, this week, this month)
    • Expense count and totals
    • Category breakdown (in detailed revenue view)

  3. Revenue Analysis

    • Time-series breakdown of revenue and expenses
    • Net income calculation (revenue - expenses)
    • Support for multiple time periods:
      • Today
      • This week
      • This month
      • Custom date range
    • Detailed breakdown by time buckets

  4. Enhanced Overview

    • Combined view of payments and expenses
    • Quick statistics cards
    • Attention orders and alerts
    • Platform health indicators

Access & Permissions​

  • Persona: Admin only
  • Module: dashboard
  • Scope: Platform-level
  • UI Location: Admin Dashboard > Overview
  • Permissions:
    • dashboard.view: Required to view dashboard

Documentation​

Integration Details​

Automatic Payment Creation​

The system automatically creates payment records when:

  1. Subscription Renewal

    • Trigger: When workspace renews subscription
    • Location: Client subscription renewal page
    • Details Recorded:
      • Payment amount (calculated from plan price)
      • Applied discount (if workspace has discount)
      • Payment method (card or other for WhatsApp)
      • Plan information in metadata
    • Status: Automatic payment (isManual: false)

  2. SMS Payments

    • Trigger: When admin adds SMS payment via SMS tracking page
    • Details Recorded:
      • Payment amount
      • Payment method
      • Receipt image (if provided)
      • Linked to original SMS payment record
    • Status: Manual payment (isManual: true)

  3. AI Tools Payments

    • Trigger: When admin adds AI tools payment via AI tracking page
    • Details Recorded:
      • Payment amount
      • Payment method
      • Receipt image (if provided)
      • Linked to original AI payment record
    • Status: Manual payment (isManual: true)

UI/UX Improvements​

Admin Dashboard​

  1. Payments Page

    • Clean, modern table design
    • Responsive layout
    • Real-time data updates
    • Intuitive filtering interface
    • Statistics cards with visual indicators

  2. Searchable Dropdowns

    • Real-time search functionality
    • Debounced input for performance
    • Clear visual feedback
    • Keyboard navigation support

  3. Form Modals

    • User-friendly payment/expense forms
    • Image upload with preview
    • Validation and error handling
    • Loading states and feedback

Data Structure​

Payment Data​

Each payment record includes:

  • Basic Information: ID, workspace, type, amount, method, date
  • Descriptive Fields: Description, notes
  • Receipt: Receipt image (URL, path, dimensions, size)
  • Metadata: Type-specific additional data
  • Tracking: Created by (for manual payments), timestamps

Expense Data​

Each expense record includes:

  • Basic Information: ID, amount, date, description, category
  • Receipt: Receipt image (URL, path, dimensions, size)
  • Notes: Additional notes about the expense
  • Tracking: Created by, timestamps

Best Practices​

Payments​

  1. Add Receipts: Always upload receipt images for manual payments when available
  2. Accurate Dates: Ensure payment dates match actual transaction dates
  3. Descriptive Notes: Add notes for context (e.g., "Payment received via bank transfer, reference #12345")
  4. Regular Reconciliation: Periodically review and reconcile payments
  5. Filter Usage: Use filters to focus on specific time periods or workspaces

Expenses​

  1. Categorize Correctly: Use appropriate expense categories for accurate reporting
  2. Attach Receipts: Always upload receipt images when available
  3. Detailed Descriptions: Provide clear descriptions for expense tracking
  4. Regular Updates: Keep expense records up to date
  5. Review Statistics: Regularly review expense statistics to identify trends

Future Enhancements​

Payments​

  • Export payments to CSV/Excel
  • Payment reports and analytics
  • Recurring payment management
  • Payment reminders
  • Integration with accounting systems
  • Payment reconciliation tools
  • Automated payment matching

Expenses​

  • Expense approval workflows
  • Budget tracking and alerts
  • Expense reports and analytics
  • Category management (add/edit/delete categories)
  • Recurring expense management
  • Expense templates

Dashboard​

  • Advanced analytics and insights
  • Custom date range comparisons
  • Export capabilities (CSV, PDF)
  • Real-time updates via WebSocket
  • Customizable dashboard widgets
  • Financial forecasting

Version History​

  • v1.0.0 (Current): Initial release with payments and expenses management
  • All features follow the standard Placio versioning policy