Contracts, grants, and invoices

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.

Active contracts and deals#

We track our contracts and deals in two systems:

  • HubSpot is our source of truth for all deal-level information — both pipeline opportunities and committed (closed-won) deals. See Customer Relationship Management (CRM) for more about how we use HubSpot.

  • SAGE Intacct is our source of truth for all invoices and transactions on a deal. See Accounting data for how to navigate SAGE Intacct.

What funds remain in a contract or grant?#

Each HubSpot deal has an Amount Collected field that tracks how much has been invoiced for that deal. Our budget projections model subtracts this from the deal total to project remaining revenue.

For actual transaction history, check the deal’s invoices in SAGE Intacct.

Invoices#

CS&S manages all invoices in SAGE Intacct. When an invoice is authorized, it is recorded as realized revenue in our accounting actuals. See Accounting data for a guide to navigating invoice and transaction data.

How to invoice communities for cloud costs#

This google document, Defining processes to track 2i2c cost spend including cloud costs, has all information about how we invoice cloud costs. The process to generate the cloud costs is located in the infrastructure repo at: Calculate how much cloud infrastructure costs.

Viewing Cloud Usage across clusters#

Occasionally customers will want to know their usage metrics across clusters. They can access aggregated cloud usage data from https://2i2c.org/data/cloud/.

General metrics include:

  • Total count of clusters and hubs

  • Unique monthly users by cluster

  • Active hubs by cluster

On per-cluster pages the metrics include

  • Current MAU

  • Peak MAU

  • Active users by hub

  • Unique active users

  • Month-end unique MAUs

Data-consistency warning

NOTE: We do not guarantee these URLs will persist over time, and are currently using this dashboard for feedback only. See #3207 Decide on a home for the cluster usage statistics dashboard for discussion around the final home of this dashboard

Grant folders#

We use the 2i2c Team Drive -> Finances and Accounting -> Grants folder 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 folder contains any grant that we’ve received, or that are in the middle of applying for.

  • The Rejected and Not Submitted folder contains any grant that we applied for and did not get, or that we started but did not finish.

  • The Completed folder contains any grant that we received and have now completed such that no action is needed.