An enquiry, a quote, a job, an invoice. Captured once. Quote to invoice software for South African distributors: it prices an enquiry against the stock you actually hold, raises the purchase order for what is short, tracks the job through to despatch, and invoices off the same lines it quoted.
An enquiry is read into lines the catalogue recognises and priced against what is available, what is allocated and what is in transit. A quote never promises a part that is already spoken for.
An accepted quote becomes an order with the same lines and the same prices. Stock is allocated to it, it enters the picking queue, and the stage it has reached is visible without asking anyone.
Proof of delivery closes the order and raises the invoice off what actually shipped. From there it sits on the aged debtor until it is settled, as one number rather than a spreadsheet.
From a list of parts to money in the bank. Six steps, and nothing is typed twice. The quote becomes the order, the order becomes the invoice, and the figures cannot disagree.
The enquiry arrives as a list of parts
A customer sends a request, usually as prose with part numbers buried in it. It lands in one inbox and is read into lines the catalogue recognises, rather than retyped by whoever picks it up.
Priced against stock you actually hold
Each line is checked against the floor: what is available, what is already allocated to another order, and what is in transit. A quote does not promise a part that is spoken for.
What is short goes onto a purchase order
A shortfall raises a purchase order against the supplier who carries that part, with its lead time on it. The customer is told a real date rather than an optimistic one, and receiving closes the loop when it lands.
The quote goes out, and is chased
A quote that nobody follows up is a discount you already gave away. Quotations carry an expiry and sit on a follow-up list, so the ones going cold are visible while there is still something to save.
Accepted, it becomes an order to pick
The accepted quote turns into an order with the same lines and the same prices, stock is allocated against it, and it drops into the picking queue. Nothing is captured a second time.
Despatched, invoiced, and watched until paid
Proof of delivery closes the order and raises the invoice off the same lines. From there it sits on the aged debtor until it is settled, so what is owed and how long it has been owed is one number, not a spreadsheet.
Everything the flow touches. Quotes, orders, stock, procurement, money.
Every quote out with its value, its expiry, and whether it is going cold while there is still something to save.
Nothing runs out quietly. Reorder points are held against real movement, so a shortfall is raised as a purchase order before it becomes a lost order.
Held against actual movement, rather than a number somebody set two years ago and never revisited.
The date the customer is given comes from the supplier who carries that part, not from optimism.
Stock booked in lands against the order that was waiting for it, and the short line on that job clears itself.
The screens on this page are the live platform, captured as it renders. The company, its customers, suppliers and every figure are generated for demonstration. No client of ours appears anywhere on this page.
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