Case study · Financial control
Payables and receivables, with nothing ever deleted.
A notary office's payables and receivables go into the system as provisions, entries made before they are due, and are then settled in full or in part. Nothing is deleted, every change records who made it and when, and the database is backed up and verified every night.
- Client
- A notary officeNotary services · Name withheld
- Period
- Since October 4, 2026
- Status
- LiveHosted and run by us
- Result
- 30 daysof nightly backups kept, each one verified automatically after it runsMeasuredServer configuration · October 31, 2026
Knowing what is due, and who changed what.
To see what is open, what is overdue and how the month will close, every payable and receivable has to be in the system before it falls due. A bill written down only once it is paid says nothing about what is still to come.
The money also moves through more than one place: the office's bank accounts and the cash at the front desk. And financial records get corrected. When a line can simply be edited or deleted, nobody can tell later who changed it, when or why.
Provision first, settle later, delete nothing.
We built a web system for the office's finances. Every payable and receivable goes in ahead of time as a provision, with its supplier or client, cost center and account, and is then settled in full or in part. A recurring bill is split into all its installments in one step, and a settlement can never exceed what is still open.
Nothing is deleted. A mistaken settlement is reversed and stays in the history, an entry is canceled with a reason, and records that fall out of use are deactivated. Every change records who made it and when. The office sees what is open and overdue, the balance of each bank account and of the front-desk cash, and the monthly cash flow by its 3-level chart of accounts, with Excel export.
We also host and run it. Access has three roles: administrator, operator and read-only. The web server limits login attempts, and repeated wrong passwords trigger a temporary lockout. The database is backed up every night, verified automatically and kept for 30 days. It works on desktop, tablet and phone.
From the provision to the nightly backup.
The same path for every payable and receivable, since the system went live on October 4, 2026.
- 01
Before it is due
Record the provision
It goes in with its due date, account and cost center. A recurring bill is split into all its installments in one step.
- 02
On payment
Settle in full or in part
Each payment records the date, the bank or cash and the payment method. It can never exceed what is open.
- 03
If needed
Correct, never delete
A wrong settlement is reversed, and an entry is canceled with a reason. Both stay in the history.
- 04
Any day
Track the month
Open and overdue items, bank and cash balances, and the cash flow by chart of accounts, which exports to Excel.
- 05
Every night
Back up and verify
The database is copied, the copy is verified, and each backup is kept for 30 days.
Stack
- Python + FastAPI
- PostgreSQL
- HTML + JavaScript
- nginx
- systemd
- Excel export
- Linux VPS
Checked on the server and in the system.
Read on October 31, 2026: the backup job in the server configuration, and the roles and the chart of accounts in the system's own pages.
From the server and the system
Every night
database backup, followed by an automatic verification; the run of October 31, 2026 finished successfully
MeasuredServer configuration · October 31, 2026
30 days
of retention for each nightly backup
MeasuredServer configuration · October 31, 2026
3
user roles: administrator, operator (posts and settles entries, keeps the records) and read-only
MeasuredClient portal · October 31, 2026
3 levels
in the management chart of accounts, preloaded; the monthly cash flow adds up each group automatically
MeasuredClient portal · October 31, 2026
No usage figures here: entries, balances and cash flow are the office's numbers, not ours to publish.
It shows only what is entered, and never erases a mistake.
Limits
Bank and cash balances move with the settlements posted in the system. A payment that nobody records does not move them, so they are only as current as the team's entries.
Nothing can be deleted, not even an entry typed by mistake: it is canceled with a reason and stays in the history. The nightly backups cover the last 30 days; the history of each entry stays in the system itself.
What we learned
Entering the bill before it is due is what makes the forecast possible. With every payable and receivable recorded as a provision, the open and overdue items and the month's cash flow come straight from the entries.
Checks belong at the moment of entry. A settlement larger than what is open is refused on the spot, a mistake is reversed instead of erased, and each night's backup is verified right after it is made, not on the day it is needed.
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