Document our Invoices and Contracts airtable

administration/airtable.md

@@ -1,3 +1,4 @@
+(accounts:airtable)=
 # AirTable accounts
 
 We use AirTable to track some of our leads, contracts, and invoicing data.
@@ -17,16 +18,62 @@ Here's how to do so:
    %   eventually, we'll need to pay for more than one account.
 2. **Log in to the account**. Once you do so, you'll have access to the **AirTable bases** under this workspace.
 
-## Base: Invoicing data from CS&S
+The rest of this page describes an overview of AirTable's structure in general.
 
-Our [`Invoices` base](https://airtable.com/appbjBTRIbgRiElkr/tblkmferOITqS2vH8/viwfuamzW4kbaQSSJ) has a record of **every invoice that CS&S has for 2i2c**.
-This includes anticipated future invoices and grants.
+## Bases
 
-See **the Base Guide** for more information by clicking on the ℹ️ button.
+A base is the highest unit of organization in AirTable.
+They are generally categorized by a broad topic that might have a number of related datasets inside.
 
-## Base: Contracts data from CS&S
+For example, we have [an accounting AirTable base](accounting:statements) that contains several tables with information about our incoming and outgoing funds and contracts.
 
-Our [`Contracts` base](https://airtable.com/appbjBTRIbgRiElkr/tbliwB70vYg3hlkb1/viwWPJhcFbXUJZUO6) has a record of **every contract that CS&S has for 2i2c**.
-Each invoice should be attached to a contract.
+Each base has three types of elements in it: **data**, **automations**, and **interfaces**.
+Each is described below.
 
-See **the Base Guide** for more information by clicking on the ℹ️ button.
+### Data
+
+Contain tabular datasets that make up the content in a base.
+These are kind of like **databases**, in the sense that they have typed columns, and each row represents a single "record" within that table.
+
+A base usually has **many tables of data**, and these can then be interlinked with one another.
+
+For example, we have [our Contracts table](https://airtable.com/appbjBTRIbgRiElkr/tbliwB70vYg3hlkb1/viwOWxGxMBVmJFwiC) as well as [our Invoices table](https://airtable.com/appbjBTRIbgRiElkr/tblkmferOITqS2vH8/viwNA9Z2UhSchcuvA) in the same base.
+This lets us link records in `Invoices` with those in `Contracts` based on a unique ID in each.
+
+#### Views
+
+Views are ways to filter, group, and subset your data for visualizing purposes.
+They do not change the underlying dataset, they merely provide a way to look at it a different way.
+For example, our [Invoices table](https://airtable.com/appbjBTRIbgRiElkr/tblkmferOITqS2vH8) has two views:
+
+- [**Incoming**](https://airtable.com/appbjBTRIbgRiElkr/tblkmferOITqS2vH8/viwfuamzW4kbaQSSJ) to only show invoices that are for revenue.
+- [**Outgoing**](https://airtable.com/appbjBTRIbgRiElkr/tblkmferOITqS2vH8/viwNA9Z2UhSchcuvA) to only show invoices that are for costs.
+
+#### URL structure
+
+The URL structure of data generally looks like this:
+
+```
+https://airtable.com/< BASE ID >/< TABLE ID >/< VIEW ID >
+```
+
+### Automations
+
+Allow us to perform certain actions on a schedule or repeated after a certain condition.
+
+For example, we have [a Link Invoices automation](https://airtable.com/appbjBTRIbgRiElkr/wflPVmcmuMb38DYIW/wtr3oTLWhTJoVns8d) that automatically links new records of Invoices with their respective Contract every hour.
+
+### Interfaces
+
+Are dashboards that provide quick and visual summaries of the tables in a base.
+For example, we have [a Monthly Invoices dashboard](contracts:dashboards) that summarizes major financial invoicing and contracts activity each month.
+
+### Example screenshot
+
+Below you can see an example of the **Accounting base**, with the three major sections for **Data**, **Automations**, and **Interfaces** at the top.
+
+Below these, you see **multiple tables** corresponding to different kinds of data (Contracts and Invoices, for example).
+
+For the active table, we can see **multiple views** of that table to the left, corresponding to different subsets of data.
+
+![Major sections of AirTable](../images/airtable-major-sections.png)

finance/accounting.md

@@ -1,6 +1,6 @@
-# Accounting information
+# Accounting data
 
-Accounting information describes the money that we **know** we have spent or that we **highly expect** to receive.
+Accounting data describes the money that we **know** we have spent or that we **highly expect** to receive.
 There are a few kinds of accounting data we have access to:
 
 All 2i2c-specific accounting documents should be accessible on our Team Drive to anybody with a `@2i2c.org` address.
@@ -14,32 +14,22 @@ We split our financial and accounting data between two places:
 
 See these subsections below for more information about accounting data.
 
-(accounting:dashboard)=
-## Accounting dashboard
-
-We have a Sphinx page that summarizes important accounting information for us.
-It is generated from the [CS&S accounting statements](accounting:statements) that we get monthly.
-You can find this website at the following location:
-
-```{button-link} https://2i2c.org/kpis/finances/#accounting-tables
-:color: primary
-Accounting tables
-```
 
 (accounting:statements)=
 ## All transactions
 
 {term}`CS&S` provides us a monthly table of all our accounting transactions.
-They are placed in a the Shared CS&S Google Drive folder.
-These are the source of truth for our revenue and costs.
+They are placed in the Shared CS&S Google Drive folder.
+**The CS&S accounting tables are the source of truth for our revenue and costs.**
 See [](accounting-statement-overview.md) for more information about these sheets.
 
 ```{toctree}
 :hidden:
 accounting-statement-overview.md
 ```
 
-We clean up and mirror these transactions in the following AirTable in order to create [our accounting dashboard](accounting:dashboard).
+We clean up and mirror these transactions in an [**Accounting Transactions AirTable**](https://airtable.com/appbjBTRIbgRiElkr/tblDKGQFU0iEIa5Qb/viwAdsIgMwbqKDdZ0).
+We use this to create [our accounting dashboard](accounting:dashboard).
 See [](../administration/airtable.md) for how to access AirTable.
 
 ```{button-link} https://airtable.com/appbjBTRIbgRiElkr/tblDKGQFU0iEIa5Qb/viwAdsIgMwbqKDdZ0
@@ -48,28 +38,15 @@ See [](../administration/airtable.md) for how to access AirTable.
 All Transactions AirTable
 ```
 
-## Invoices
-
-{term}`CS&S` tracks all of our invoices in an AirTable.
-We synchronize this AirTable to our own in the link below.
-
-This table is a source of truth for who we have billed, and whether they have paid.
-
-```{button-link} https://airtable.com/appbjBTRIbgRiElkr/tblkmferOITqS2vH8/viwfuamzW4kbaQSSJ
-:color: primary
-
-Invoices AirTable
-```
-
-## Active contracts
 
-{term}`CS&S` tracks all of our active contracts in an AirTable.
-We synchronize this AirTable to our own in the link below.
+(accounting:dashboard)=
+## Accounting summary dashboard
 
-This table is a source of truth for the contracts and obligations we have with other communities, including contact information and the total amount of the contract.
+We have a Sphinx page that summarizes important accounting information for us.
+It is generated from the [CS&S accounting statements](accounting:statements) that we get monthly.
+You can find this website at the following location:
 
-```{button-link} https://airtable.com/appbjBTRIbgRiElkr/tbliwB70vYg3hlkb1/viwWPJhcFbXUJZUO6
+```{button-link} https://2i2c.org/kpis/finances/#accounting-tables
 :color: primary
-
-Active Contracts AirTable
+Accounting tables
 ```

finance/contracts.md

@@ -0,0 +1,79 @@
+# Contracts, grants, and invoices
+
+A **contract** defines our formal relationship with any external organizations or people.
+We use **invoices** to exchange funds (incoming and outgoing) that are related to contracts.
+This section describes where you can find information about our active and past contracts and invoices.
+
+## Grant folders
+
+We use [the 2i2c Team Drive -> `Finances and Accounting -> Grants` folder](https://drive.google.com/drive/folders/1VvER_SxLDKjDYwfXYyEbPX9GN7YlsNpT?usp=sharing) to keep track of any materials related to a grant we are applying for or have received.  We use that same folder to track all of our preparations and materials for grants that we are applying for.
+
+- The [**Active and In Progress**](https://drive.google.com/drive/folders/1Mgio3WQfpXkuuy_i--ioY_9XHIff4cQe?usp=share_link) folder contains any grant that we've received, or that are in the middle of applying for.
+- The [**Rejected and Not Submitted**](https://drive.google.com/drive/folders/1BqCYoOvDrkv_f5eYbbrkP_3sHv2M6i7b?usp=share_link) folder contains any grant that we applied for and did not get, or that we started but did not finish.
+- The [**Completed**](https://drive.google.com/drive/folders/1BALUGZh2x_LsQuBSMXAfxeryeP9bMleD?usp=share_link) folder contains any grant that we received and have now completed such that no action is needed.
+
+(contracts:active)=
+## Active contracts
+
+{term}`CS&S` tracks all of our contracts in an [AirTable](accounts:airtable).
+We synchronize this AirTable to our own in the link below, and generate [dashboards to summarize important data](contracts:dashboards).
+
+This table includes both **service contracts** and **grants**.
+Each row in this table is a single contract.
+Each column is a piece of metadata about that contract.
+There may be multiple contracts (rows) for a single community, representing different periods of time that a contract was active.
+
+```{button-link} https://airtable.com/appbjBTRIbgRiElkr/tbliwB70vYg3hlkb1/viwWPJhcFbXUJZUO6
+:color: primary
+
+Contracts AirTable
+```
+
+### Linked `Invoices` column
+
+Each contract has a list of the invoices that have been billed against it in the **`Invoices`** column.
+This list of invoices is in the `Invoices` column.
+See below for more context on how we use this.
+
+### `Service Type` column
+
+We have one custom column that we add to the CS&S data, to represent the _type of service attached to a contract_.
+For example, whether a contract is for a _research hub_ or an _educational hub_.
+The specific categories are still in flux but the goal is to help us break down where our revenue is coming from in [our invoices dashboards](contracts:dashboards).
+
+(contracts:invoices)=
+## Invoices
+
+{term}`CS&S` tracks all of our invoices in an AirTable.
+We synchronize this AirTable to our own in the link below, and generate [dashboards to summarize important data](contracts:dashboards).
+
+Each row represents a single invoice.
+Each column represents metadata about that invoice (for example, the `Type` column encodes whether it is an incoming (`ACCREC`) or outgoing (`ACCPAY`) invoice.
+
+```{button-link} https://airtable.com/appbjBTRIbgRiElkr/tblkmferOITqS2vH8/viwfuamzW4kbaQSSJ
+:color: primary
+
+Invoices AirTable
+```
+
+### The `Zero ID` column
+
+Each invoice has **a unique identifier in the `Xero ID` column**.
+We use [the `Link Invoices` AirTable automation](https://airtable.com/appbjBTRIbgRiElkr/wflPVmcmuMb38DYIW/wtr3oTLWhTJoVns8d) to link each Invoice record to its corresponding Contract using this ID.
+
+### Linked `Contracts` column
+
+Each `Invoice` record is linked to its corresponding `Contract` record via the **`Contracts`** linked field.
+
+(contracts:dashboards)=
+## Dashboards
+
+We use an **AirTable Interface** to summarize important information about our contracts and invoices.
+It should be relatively self-explanatory, with section headers describing the primary question each group of graphs is meant to answer.
+Each graph should also have a title and subtitle describing its meaning.
+
+```{button-link} https://airtable.com/appbjBTRIbgRiElkr/pagDRzpzpmKVNncH7
+:color: primary
+
+Invoicing and contracts dashboard
+```

finance/index.md

@@ -6,8 +6,8 @@
 overview
 strategy
 accounting
+contracts
 projections
 payments
 cloud
-grants
 ```

partnerships/index.md

@@ -8,5 +8,4 @@ overview.md
 structure.md
 workflow.md
 communication.md
-leads.md
 ```

partnerships/overview.md

@@ -28,6 +28,7 @@ For example:
 
 ## Manage our sales pipeline
 
+- Oversee [our leads and sales process](../projects/managed-hubs/sales.md).
 - Ensure that our sales pipeline is efficient, distributed-friendly, and scalable.
 - Balance our revenue, costs, and ability to deliver.
 - Oversee processes and systems that balance leads, sales, etc. For example: