Quote to cash

In one sentence

Send a quotation, convert it to an invoice once the customer accepts, post the invoice (which writes the journal for you), then record the payment against it — no manual journal entry anywhere in the chain.

---

1. The chain at a glance

Step	You do	The system does	Document status
1	Create a quotation	Saves a draft; nothing hits the ledger	Draft
2	Click Send	Records it as sent	Sent
3	Customer agrees — click Accept	Marks it accepted	Accepted
4	Click Convert to invoice	Builds a draft invoice from the quote lines and jumps to Invoices	Quotation: Converted
5	Review, then Send & Post	Assigns the formal invoice number and posts the journal	Sent
6	Money arrives — record a receipt	Posts the receipt journal and updates the invoice	Partial / Paid

Step 5 is the point of no return

Before Send & Post an invoice is a draft you can freely edit or delete. Once posted it has a formal number and a journal behind it, so it can only be voided (which posts a reversing journal) — never edited.

---

2. Quotations

图 01-quotations

Pick the customer, set the issue date and validity date, then add the line items. Available actions depend on status:

• Draft — Edit / Send / Delete
• Sent — Accept
• Accepted — Convert to invoice
• Converted / Expired — no actions

---

3. Raising an invoice

1

Pick the customer first; create one under Contacts if the list is empty

2

Fill one line per item; enter unit price in dollars, stored in cents

3

SR = standard-rated 9%, ZR = zero-rated, ES = exempt

图 02-invoice-form

Field	Notes
Customer	Only contacts of kind customer under this client are listed
Issue / due date	The due date cannot precede the issue date; it drives aging buckets
Line items	Description, quantity, unit price (dollars), revenue account, GST code
InvoiceNow	Marks the invoice for the Peppol network (demo flag for now)

Subtotal, GST and total update live at the bottom right. For "2 × $150 at SR": subtotal $300.00, GST 9% = $27.00, total $327.00.

图 03-invoices-list

The three cards above the list show outstanding, overdue, and invoiced-this-month totals.

The journal produced by Send & Post

For a $436.00 invoice (subtotal $400 + GST $36):

Account	Debit	Credit
1100 Trade receivables	436.00
4000 Sales revenue		400.00
2200 GST control (output)		36.00

Debits equal credits, the journal is posted immediately, and the figures reach the reports right away.

---

4. Receipts and allocation

1

Choosing the customer lists all their unpaid invoices below

图 04-receipt-modal

Choosing a customer lists every sent or partially paid invoice they have. Ticking one fills the amount with its outstanding balance; lower it for a partial payment.

Field	Notes
Method	PayNow / Bank transfer / Cheque / Cash / Card
Bank account	Leave empty to use the default cash account (1000)
Reference	The bank reference — useful later during reconciliation

Two totals sit at the bottom: the receipt total (sum of ticked amounts) and the unallocated balance. If the latter turns red you have over-allocated and the confirm button stays disabled.

After posting, the invoice's paid amount updates, its status becomes Partial or Paid, and AR aging drops accordingly.

Recorded the wrong amount?

Click Void on the receipt: the system reverses the receipt journal, rolls the allocation back, and returns the invoice to Sent. Every original record stays for audit.

---

5. Aging dashboard

图 05-ar-aging

One row per customer, split into four buckets by days overdue (0–30 / 31–60 / 61–90 / 90+). Rows with anything in 90+ turn red, and a reminder button sits on the right.

The data comes from invoices in Sent or Partial status, so a customer disappears from the list once fully paid.

---

Next: Purchases and payments →