TREN

Quoting and Invoicing

Making a sale and getting paid are not the same thing. In most companies the quote sits in one place, the invoice in another, and how much each customer has actually paid lives in somebody head. At month end nobody can give the real figure.

We tie that chain to one record. The quote, the sale that came from it, the invoice raised and the payment received all sit linked under the same customer.

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What the System Covers

Preparing quotes

Multi-line quotes with a figure per line and a total. Which version was actually sent stays on the record, because the customer usually remembers the second or third one.

Deposits, instalments and balance

Collection is not a single number. The deposit taken, the instalments still due and the current balance each sit separately. When a payment goes in the balance moves on its own rather than being worked out by hand.

Invoices and receipts

Which sale and which payment an invoice belongs to is recorded. When a query comes back later this is the place to look, not a separate folder.

Currency and exchange rates

For a company selling in more than one currency the rate is not a detail. Quotes and invoices stay in their own currency, and because the rate is held in the system the figures are not corrected by hand afterwards.

Due dates and overdue accounts

An overdue record rises to the top of the list on its own. Who chases it and when can be opened as a task, so follow-up does not depend on somebody remembering.

Who sees what

Revenue and margin are not information for everyone. A salesperson sees the balance on their own accounts while a manager sees the whole picture, and that split is defined from the start.

How We Work

  • The server calculates the amount, a figure sent by the browser is never trusted.
  • Money is held as whole units of the smallest denomination, so rounding errors do not creep in.
  • Every payment record carries who entered it and when.
  • Transfer into the accounting software you already run is planned at the start.

Frequently Asked Questions

No, and it is not built to. Accounting software keeps the statutory books, while this handles the day to day tracking of sales and collections. The two run alongside each other and the transfer between them is planned from the start. The same answer applies to ERP. This is not an ERP, it is a piece that talks to one.

Statutory e-invoicing goes through an authorised integrator. The system holds the invoice record and can connect to that integrator, but the connection is planned as a separate piece of work. We need to know which integrator you use from the start.

Payment integration is about taking money online, meaning the card screen. This is about what happens after the money is taken or the debt is raised. One is the till, the other is the ledger. On most projects both are built together.

Quotes and invoices are held in their own currency and converted to a single one for reporting. What matters is the date the rate is fixed on. If you do not store the rate at the moment of sale, your historic reports change every day.

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