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.
CS&S tracks all of our contracts in an AirTable. We synchronize this AirTable to our own in the link below, and generate dashboards to summarize important data. Any columns that are synchronized with CS&S have a little lightning bolt (⚡) next to them.
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.
There are a few special columns worth highlighting, they are described below.
There are several columns that we add on our own.
We show each of these columns in our
Our added columns view.
As new columns are added, please add them to this view.
These are not sources of truth unless explicitly stated
In many cases we add custom columns manually in order to facilitate visualization, reporting, etc. These may not be well-structured or documented, and may not correspond to concrete things like specific contract types. Unless otherwise stated, don’t consider our custom airtable columns as a source of truth.
Each contract has a list of the invoices that have been billed against it in the
This list of invoices is in the
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.
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. Any columns that are synchronized with CS&S have a little lightning bolt (⚡) next to them.
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 (
Zero ID column#
Each invoice has a unique identifier in the
Xero ID column.
We use the
Link Invoices AirTable automation to link each Invoice record to its corresponding Contract using this ID.
Invoice record is linked to its corresponding
Contract record via the
Contracts linked field.
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. You can gain access to it with this invitation link.
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.