Quick Answer
Freelancers and agencies must track each project by contract, advance, deliverable, CFDI, collection, cost, and reimbursement. Separate your own fees from third-party funds; this prevents double counting income, missing expenses, and confusing bank balance with profit.
Separate advances, fees, third-party expenses, and reimbursements by project to reconcile CFDI, bank, costs, and margin.
Contract Before Collection
Define expense ownership, deliverables, and cancellation rules before receiving money or paying third parties.
Case: advance for a three-month project
An agency charges 50% upfront, pays advertising on the client's behalf, and settles the rest upon delivery. Separate own fees, third-party funds, reimbursable expenses, and taxes. Control each project with budget, collections, costs, and margin.
The contract, CFDI, collection, and progress must tell the same story; the bank only shows when the money arrived.
— Fintax
Classify Each Transaction
| Flow | Question | Document |
|---|---|---|
| Advance | What liability is activated? | Contract and CFDI |
| Fee | What service is compensated? | Deliverable |
| Advertising | Whose expense is it? | Order and receipt |
| Reimbursement | Who contracted it? |
Not every deposit is margin
Freelancers and agencies often mix advance payments, reimbursements, and third-party expenses. Without classification, the deposit looks like full income and margin becomes distorted.
Project-level control links proposal, contract, deliverables, CFDI, bank, and costs. It also helps decide pricing and capacity, not just taxes.
Frequently Asked Questions
Is an advance just a liability?
Don't assume so. Review the contract, CFDI, and applicable collection rules.
Is every reimbursement income?
It depends on who contracts, invoices, and assumes the expense; document the flow.
How do I know if a project was profitable?
Compare net fees with hours, suppliers, advertising, commissions, and rework.
Project Profitability Folder
- Contract and scope per project.
- Schedule of advances and deliveries.
- Applicable CFDI and complements.
- Own expenses versus client funds.
- Project status, margin, and receivable balance.
Project Dashboard
- Open project and budget.
- Define collection milestones and CFDI.
- Classify costs and reimbursements.
- Update progress and balance.
- Close margin and file.
Four Margin Leaks
- Quoting without separating third-party expenses.
- Invoicing everything at the end despite prior collections.
- Mixing personal and project accounts.
- Measuring profitability only by bank balance.
Sources and Further Reading
Consult official sources: billing requirements, Federal Fiscal Code, individual tax returns.
To complete the process within Fintax, review: monthly controls, CFDI guide, cash flow planning.
What to Do Now
Turn this review into a file with responsible person, date, source, and evidence. If there is a material difference, an overdue obligation, or a decision that changes the calculation, validate the case with your accounting responsible before submitting, canceling, or paying.
