Sales-to-Cash

Quotes, invoices, sales orders, payments, and credit notes — the flow from "here's what it'll cost" to money in the bank (and stock out / back in for retail).

Quotes

A Quote has one or more line items, each optionally linked to a stock Item (see Inventory) or left as a free-text/service line. Status moves Draft → Sent → Accepted or Rejected (or Expired).

A quote can arrive two ways: created directly (Sales → Quotes → New), or converted from a won CRM deal.

The public acceptance link

Every quote has a signed, public URL (no login required) that you can email straight to your customer. They see a read-only summary and two buttons — Accept or Reject — which update the quote's status immediately. This is the one page in the whole app a customer ever sees directly.

Sales orders

An accepted quote (or a directly created order) becomes a Sales Order: Draft → Confirmed → Shipped → Invoiced (or Cancelled).

Ship issues stock for tracked items and optionally records carrier and tracking number. Stock already issued on ship is not issued again when the linked invoice is sent.

Invoices

An Invoice is created either directly, or by converting an accepted Quote or sales order (copies every line across). While in Draft, you can freely edit lines/totals. Sending an invoice (moving it to Sent) is a one-way door that:

1. Issues stock for any line referencing a stock-tracked Item — unless stock was already issued when a linked sales order shipped. Decrements inventory and records the cost of goods sold (COGS) against that line, using whichever costing method (FIFO or weighted average) the item is set to. Lines without an item (services) are unaffected.
2. Posts to the ledger — see Accounting — Debit Accounts Receivable / Credit Revenue (+ Tax Payable if the line has a tax rate), plus Debit COGS / Credit Inventory Asset for any stock-tracked lines.

Both of these happen in the same database transaction as the status change — if there isn't enough stock to fulfill a line, the whole send fails and the invoice stays in Draft, nothing partially happens.

Status after sending tracks payment automatically: Sent → Partially Paid → Paid as payments are recorded, or Void if you cancel it.

Payments

Record a payment against any sent invoice — amount, method (free text: bank transfer, card, cash, whatever fits your business), and optionally a different exchange rate than the invoice's own frozen rate if you're being paid later and the rate has moved (this posts a realized FX gain/loss to the ledger; if you don't specify one, it uses the invoice's own rate and no gain/loss line appears).

Credit notes

Issue a Credit Note against an invoice to record a return, discount, or correction after the fact, without editing the original invoice's history.

Check Restock inventory when the credit is a goods return: the credit is built from the invoice's stock-tracked lines and those quantities are received back into the sales-order warehouse (or the default warehouse) as a return stock movement.

Tax

Every tenant starts with a single "No Tax" (0%) rate seeded automatically. Add real ones under Sales → Tax Rates — a name (VAT, Sales Tax, GST, whatever fits your jurisdiction), a percentage, and whether it compounds on top of other taxes applied to the same line. Assign a rate per line item on a quote or invoice; the line's tax is calculated and rolled into the document's tax total automatically.

A tax rate is never hard-deleted once created (only deactivated) — quote/invoice lines keep a reference to whichever rate was in effect when they were created, and deleting it would silently lose that record.

Multi-currency

Every quote/invoice/payment freezes its own exchange rate at the moment it's created, against your tenant's base currency. A quote converted from a deal, or an invoice converted from a quote, carries the same rate forward — the rate only changes if you (or a later payment) explicitly set a different one.

PDF and numbering

Quotes and invoices are numbered sequentially and safely under concurrent use (Q-00001, INV-00001, CN-00001, ...) and can be downloaded as a PDF from their edit page.