A quote becomes an order, then a delivery, then an invoice. Nothing retyped, nothing lost along the way.
You sell with the documents your customers expect, in the order your trade demands. Each step picks up the one before it, keeps a record of who did what, and always shows what is still to deliver and what is still to collect.
The full path suits a distributor. You drop the steps your business doesn’t use.
What a broken sales chain really costs
Sales work isn’t lost on the big decisions. It’s lost between two files.
The quote lives in a word processor, the invoice somewhere else
Every document is retyped from the last one. One discount forgotten, one quantity changed after the fact, and the customer holds two numbers that don’t agree.
Nobody knows what is still to deliver
A partly shipped order turns into a conversation. Someone calls the warehouse, hunts for the delivery note, recounts by hand — and the customer calls back before you do.
Cancelling a committed order takes a day
You have to find the delivery, the invoice and the credit note, and remember what already went to the customer. Every miss shows up at reconciliation.
The chain, from your desk
Five documents, each produced from the one before. Here is what each actually commits.
01
Quote
You price it with your products, your discounts and your taxes, fiscal stamp included. The quote carries a validity date and expires on its own if the customer never answers.
02
Order
The order picks up the accepted quote with nothing retyped. It settles what you owe this customer: the quantities, the prices, the payment terms, and what is still to be delivered.
03
Delivery note
The delivery note records what actually leaves. You can ship in several batches — the remainder is tracked line by line, not at document level.
04
Invoice
The invoice opens the receivable and freezes the tax detail, so the printed document and the total can’t drift apart later.
05
Payment
One transfer settles several invoices. An overpayment becomes credit in the customer’s name instead of disappearing into a corner of the spreadsheet.
What you run from sales
Four families: the documents, the shipping, the controls, and how you steer the team.
Sales documents
Quotes with a validity dateIt expires on its own if nobody answers.
One-step conversionThe quote becomes an order, the order becomes a delivery or an invoice.
Free lines outside the catalogueA one-off job gets billed without inventing a product for the occasion.
Sections and optional linesThe quote reads like a proposal, not like a spreadsheet.
Duplicate a documentA repeat order starts from a template that was already right.
Numbering per document typeYour series follow your habits, not the software’s.
Delivery
Partial deliveries and remaindersWhat is left to deliver is tracked line by line on the order.
Carrier and tracking numberCarried by the delivery note, not by an email someone finds later.
Stock reserved when the order is approvedBusiness+Two salespeople can’t sell the same last unit.
Stock leaves on the delivery, never on the invoiceBusiness+
Cost of sales taken from the batches that actually shippedBusiness+Margin reads on the real cost, not on a rough average.
Control
Approval above an amountProfessional+The document waits for sign-off, and escalation follows the amount.
Cancellation cascadeYou see what the cancellation touches downstream before you decide.
Conversion ledgerWho converted what, when, and for which quantities.
Guarded reset to draftAvailable while nothing irreversible has happened downstream.
Tax snapshot on every lineA rate change never rewrites a document already issued.
Steering the team
Sales targetsSwitch onBy revenue, by margin or by volume, with a warning when the pace slips.
Teams and salespeopleSwitch onA book of business per person, a total per team.
Time-in-stage monitoringSwitch onA deal that stalls shows up before the customer notices.
Loss reasons and win-loss analysisYou learn why you lose, not just how much.
Sales dashboardOpen quotes, live orders, deliveries due, conversion rate.
Four things few tools actually do
They don’t show up on a feature list, and they decide whether the software still fits six months in.
Your process, not ours
A distributor issues a quote, an order, a delivery note and then an invoice. A services firm goes from quote straight to invoice and has nothing to ship. An online shop issues neither quote nor order.
The document path is a setting, not a rebuild: you add steps later without reworking the documents you have already issued.
DistributorServices firmOnline shopOne setting
Five configurable paths, from quote straight to invoice up to the full chain.
Ship three times, invoice once
Stock rarely arrives all at once, and customers often accept delivery in batches. The hard part is knowing what is left.
VIA ERP tracks the remainder line by line on the order, not at document level. Each shipment takes away what it carries, and the order always shows what is still owed.
01Order 100
100 remaining
02Delivery 40
60 remaining
03Delivery 35
25 remaining
04Delivery 25
nothing remaining
05Invoice 100
receivable opened
Example: three shipments against an order of a hundred units, then a single invoice.
What repeats, runs itself
Switch on
Accepted quotes under an amount you choose become orders without a salesperson thinking about it. You decide which status and which amount trigger the move.
An automatic conversion leaves the same record a manual one does: the source document, the date, and the fact that a rule fired.
01Quote accepted
the starting point
02Your conditions
status and amount
03Order created
with no one involved
04Record kept
rule and timestamp
The rule reads as a sentence: what sets it off, and what it produces.
Targets the team can watch move
Switch on
A target nobody opens is a target nobody hits. This one updates as the documents move, with no parallel spreadsheet to keep.
You set the goal per salesperson, per team or per product. When the pace is no longer enough to reach it, the warning arrives during the period, not at the review.
RevenueMarginVolumeA target tracked continuously
The goal sits on what you actually steer, and the gap shows up in time.
When you have to undo something
A chain is only worth having if you can walk back up it, explain every document, and undo cleanly what was done.
Preview before cancelling
The list of documents touched downstream appears before you decide.
One cancellation, one recorded operation
It goes out in a single pass and leaves an audit row. If a step fails, you retry that step alone.
Where did this invoice come from
The timeline walks back to the delivery note, the order and the original quote, with who and when.
Approvals by threshold and levelProfessional+
Above the amount you set, the document waits for sign-off before it goes out.
Guarded reset to draft
An order becomes editable again while nothing irreversible has happened downstream.
Roles and permissions
A manager level and a user level, per module.
What you look at on Monday morning
The sales dashboard answers the questions people ask in the meeting.
On the dashboard
Quotes sent, accepted, expired
Quote-to-order conversion rate
Live orders and committed value
Deliveries due and open remainders
Revenue invoiced over the period
Customer exposure and aged balance
Ready-made reports
Win-loss analysis by reason
Sales by salesperson and by team
Sales by product and by category
Sales target tracking
What sales touches
The order doesn’t live alone. These pages tell what comes before and after.
Start with the bare minimum. Every setting can be added later without reworking what exists.
Document path
The steps your teams actually use, from five configurations.
Numbering and series
One format per document type, with a yearly reset if that is your practice.
Quote validity period
The default applies to every new quote, and stays editable document by document.
Default salesperson
Assigned on creation, then adjustable on the document.
Approval thresholdsProfessional+
The amount above which a document waits for sign-off.
Auto-conversion rulesSwitch on
The move from one step to the next, under your status and amount conditions.
Stock managementBusiness+
A services business never turns it on.
Multi-currency with FX gain and lossBusiness+
You sell in euro and keep your books in dinar without a second spreadsheet.
Three ways to run it
Distributor
The full chain. The quote commits the customer, the order settles what is owed, the delivery goes out in batches as stock arrives, and the invoice follows. The remainder is the one number everybody watches.
Services firm
The short path: quote, then invoice. Nothing to ship, no stock to keep, and lines that describe work rather than catalogue references.
B2B project selling
A long quote, built in sections, with optional lines the customer decides on. The order keeps what was accepted, and the original opportunity stays attached to the invoice.
What you need to issue the first quote
Three steps, in this order. The first is already done for you.
1
Your country settings
Choosing Tunisia installs the taxes, the tax groups, the currency, the payment terms and the numbering. VAT at 19 %, 13 %, 7 % and 0 %, the fiscal stamp and FODEC are in place before your first document.
2
Your customers and products
An import assistant reads your spreadsheets, matches the columns, flags duplicates and lets you roll back a whole import if it isn’t right.
3
Your document path
You pick the steps you use. It is the one setting that really changes the shape of the daily work.
Yes — it is one of the five document paths, and it is the right choice for a services business. For physical goods we recommend the full chain: it is the delivery note that records what actually left, not the invoice.
How do partial deliveries work?
You issue one delivery note per shipment, and the order shows the remainder line by line. One caveat worth knowing: delivery and invoicing draw on the same converted-quantity counter, so invoicing a whole order before shipping it can block the delivery note that is still due. For physical goods, deliver first.
Can we require approval above a certain amount?
Yes. You set the amount, and above it the document waits for sign-off before going out, with escalation that follows the value committed.
What happens if we cancel an order already delivered and invoiced?
VIA ERP shows every document touched downstream first. You decide for each one, and the operation goes out in a single pass. A step that fails is retried without redoing the rest.
Do quotes expire automatically?
Yes. Every quote carries a validity date, and it moves to expired on its own if the customer hasn’t answered. It stays readable, and you can revise it to start again from there.
Can we trace where an invoice came from?
Yes. The timeline walks back to the delivery note, the order and the original quote, with the author and date of every conversion — the record you use to defend a disputed line.
Issue your first quote today
A 14-day free trial, or a guided demo on a Tunisian example.
