Quotes, orders & documents
Quotes, orders and documents - the order holds it together
From the quote through the order confirmation to the delivery note and the invoice: every document hangs on an order, every order on a ticket. The service report is signed on the customer device on site - no paper, nothing to type up afterwards.
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What it does
Every document type in one flow: quote, order confirmation, delivery note, invoice, cancellation, credit note, service report and dunning letter
The order is the bracket - every document carries the same order number, and the order status follows from the documents it holds
Transitions at the press of a button: the quote becomes the order confirmation, that becomes the delivery note and the invoice - line items and texts travel with it
Advance invoices for a partial amount; the final invoice deducts them automatically
Service report with a digital signature on site: the customer signs on a tablet or phone, the engineer signature comes from their profile - both are stored encrypted on the document
Door-to-door travel time and an automatically calculated return journey on the service report
Create documents straight from a ticket or a checklist - the recorded time and the material used come along
Line items with quantity tiers, discounts, text blocks and free intermediate text
Item master with categories, units, bills of materials, supplier item numbers and several sales prices
Pricing per customer: customer prices, price groups, promotions and tiers
Suppliers and debtors with payment terms, tax treatment and conditions as master data
Separate number ranges per document type
A house currency per tenant - a business in Switzerland keeps its books in CHF; every document freezes its currency when it is created
In practice
In practice
An engineer closes their job on the ticket. From the recorded time and the material used, one button produces the service report the customer signs on site. The invoice grows out of the same order - nobody retypes line items, and nobody hunts at month end for what has not been billed yet.
Frequently asked questions
Why does every document hang on an order?
Because otherwise nobody can say what belongs together. The quote, delivery note and invoice for one job carry the same order number - in one place you see what was quoted, delivered and billed, and what is still open.
We already have an ERP - do we need this part?
No. The commercial part can be switched off entirely for your tenant. Tickets, inventory, contracts, time tracking and reports carry on untouched.
Can we bill partial amounts in advance?
Yes, through an advance invoice. It is not a separate document type but an ordinary invoice for part of the amount; the later final invoice deducts what has already been billed automatically.
What happens to documents when a ticket is cancelled?
The open orders that belong to it are visibly cancelled rather than quietly closed. Invoices already written stay untouched - you correct those with a cancellation or a credit note, not by deleting them.
Can the customer sign the service report on site?
Yes, digitally on the device - a tablet or a phone is enough, and the customer signs with a finger. The engineer signature comes from their user profile and does not have to be redrawn every time. Both are stored encrypted on the document and appear on the PDF. Paper, photographing it and typing it up back at the office all disappear.
Can document numbers follow our existing scheme?
Yes. Every document type has its own number range with a prefix and a starting value you choose.
How are items and prices maintained?
In the item master - with categories, units, bills of materials, supplier item numbers and several sales prices. Which price lands on the document is decided by the pricing rules from customer price, price group, promotion and quantity tier; the purchase price comes from the order or the distributor catalogue.
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