Commercial Sales

🗺The quote-to-cash journey

One pipeline, four stages. Colours mark who acts: navy = your staff, orange = the system.

📝Quotes

The quote register /SalesMarketing/Quotes/Index

Every quote with its status (draft, accepted, declined). Use the status filter at the top to see just one slice.

1. Open Sales & Marketing → Quotes.
2. Click a quote number to open its detail page.

Build the quote /SalesMarketing/Quotes/Detail

1. On the quote detail, type a description, quantity and unit price, then add the line. A discount percentage is optional.
2. To add a configurable product, pick an option group (set up under Pricing, below), tick the options the customer wants, set the quantity and add them. Each option lands as a priced line.
3. Repeat until the quote totals look right — the page recalculates as you go.

Decide, revise, convert

1. When the customer responds, record the decision: Accept or Decline (a decline asks for a short reason).
2. Need to change a quote that has already gone out? Click Revise — the system copies it to a new revision and leaves the old one for the record.
3. On an accepted quote, click Convert to order. A sales order is created from the quote lines and you are taken to it.

📦Sales orders

The order book /Finance/Sales/Orders

Orders created from quotes (or captured directly) wait here until they are confirmed, delivered and invoiced. Filter by status to see what still needs attention.

1. Open Finance → Sales → Orders and click an order to open it.
2. Check the lines and the customer, then click Confirm. A confirmed order is a commitment to deliver.
3. If the deal falls through, click Cancel and give a short reason instead.

Record the delivery /Finance/Sales/Order

1. When the goods or work have been delivered, open the order.
2. Click Record delivery, pick the delivery date and add a note if useful (who signed, waybill number).
3. The order moves to delivered and is ready to invoice.

Raise the invoice

1. On the delivered order, click Raise invoice.
2. The system copies the order lines onto a new draft customer invoice and opens it for you.

🧾Customer invoices

The invoice register /Finance/Sales/Invoices

All customer invoices — draft, issued, paid and voided — in one list with totals and due dates.

Create a standalone invoice

For a sale that never had a quote or order — a once-off service, a sundry charge.

1. On the register, click Create invoice. Pick the customer company (or just type a customer name) and set the due date.
2. On the draft invoice, add lines: description, quantity, unit price.
3. Check the totals, then click Issue. The invoice gets its number and is now owed.

Get it paid — or void it /Finance/Sales/Invoice

1. When the money arrives, open the invoice and click Mark paid, entering the date it was paid.
2. Issued in error? Click Void and give a reason. The invoice stays on record but no longer counts as owed.

🔁Recurring invoices

Schedules /Finance/Sales/Recurring

For anything billed on repeat — rent, retainers, subscriptions. You set the schedule once; the system generates the invoices.

1. Open Finance → Sales → Recurring and click New schedule.
2. Give it a customer, a frequency (for example monthly), a start date and a next-run date, then save.
3. Add the lines the invoice should carry each time — description, quantity, unit price.
4. Use the active toggle to pause a schedule (customer on hold) and later switch it back on.

Run what is due

1. Click Run due at the top of the page.
2. Every active schedule whose next-run date has arrived generates a draft invoice, and its next-run date rolls forward.
3. Review the new drafts on the invoice register and issue them as usual.

💰CPQ pricing setup

Option groups, options and price rules /Finance/Sales/Pricing

This is the catalogue the quote screen reads from. Set it up once; sales people then pick from it instead of typing prices by hand.

1. Open Finance → Sales → Pricing.
2. Create an option group — for example “Support plan” — and choose its selection mode (choose one, or choose many). Add a short description so sales staff know when to use it.
3. Inside the group, add options: each has a name and a unit price (for example Bronze / Silver / Gold at their prices).
4. Add price rules to give automatic discounts at volume: a rule names a minimum quantity and the discount that kicks in from there. Attach a rule to one group, or leave the group blank to apply it everywhere.

❓FAQ & troubleshooting