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Quotes, orders & invoices

The complete billing workflow

From quote with personal link to order confirmation to invoice with payment status – including partial/final invoices, credit notes, and § 19 UStG small-business compliance.

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The problem

  • closeQuotes as Word documents: layout, numbering, and address maintained by hand every time.
  • closeCustomer wants to accept – but no login, no clear confirmation, no evidence record.
  • closeQuote becomes order, order becomes invoice – retyped multiple times, error-prone.
  • closeSmall-business note forgotten, wrong VAT, problems with the tax office later.
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Our solution

  • check_circleAutomatic number sequences, individual template per company, rich-text editor for intro/closing.
  • check_circlePersonal link to the quote: customer clicks, accepts or declines – with IP, browser info, and timestamp as proof.
  • check_circleOrder and invoice inherit line items and item links automatically – partial and final invoices are tracked correctly.
  • check_circleThe small-business flag enforces 0 % VAT, embeds the § 19 note, and snapshots it per document.

What you can do with documents

Three document types, one seamless workflow.

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Token acceptance without login

The customer gets a link, accepts or rejects the quote – without registration, but with IP, browser info, and timestamp as proof.

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Version-locked snapshot

Customer data is copied into the document at creation time. Later changes to master data don't alter the document – evidence-proof.

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Custom number sequences

Independent number ranges per company and document type (e.g. Q-2025-001, INV-2025-001) – transaction-safe, gap-free.

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Individual templates

Letterhead, layout, custom blocks – every company defines its own HTML templates for quotes, orders, and invoices.

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Optional line items

In quotes, line items can be marked as optional – e.g. "Soundcheck XL" or "2nd encore set".

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Partial & final invoice

Multi-stage invoicing with partial and final invoice types. Delivered quantities are tracked per line item.

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Credit notes

Credit note as a dedicated document type – cancellation and correction workflows handled correctly.

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Payment status

Record partial payments, open amount calculated automatically, status jumps to "paid" once fully settled.

Quotation → Order → Invoice

The complete billing workflow in four steps.

1
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Create & send the quote

Pick items from the catalog, optionally mark as "optional", choose template, send by email with personal link.

2
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Customer accepts

Click the personal link, enter name + email, accept – with a complete evidence record.

3
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Order confirmation

Order inherits items and links from the quote – delivery status and already-billed quantities are tracked automatically.

4
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Invoice & payment

Standard, partial, final, or credit note – record payments, status progresses automatically.

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Acceptance with evidence

When your customer clicks "Accept" in the browser, we store name, email, optional note, IP address, browser info, and exact timestamp. Later disputes about scope have a real evidence record – not just an email footnote.

Goes well with

These areas complement the document workflow.

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E-invoicing in one click

XRechnung 3.0 & ZUGFeRD 2.3 to EN 16931

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Dunning that works

Multi-level, with templates and fees

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contacts

Customers who are more than an email address

Multiple contacts, multiple addresses, change history

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FAQ about documents

Answers about quotes, invoices, and payments.

Do my customers need an account to accept quotes?

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No. The personal link leads to a public page where the quote can be accepted or rejected without login.

How does automatic numbering work?

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Each company and document type has its own number sequence. Numbers are issued transaction-safely – no gaps or duplicates, even with concurrent requests.

Can I create partial invoices?

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Yes. Invoice type "partial" for advance billing, "final" for the final invoice. Already-billed and delivered quantities are tracked per line item.

Does this work for German small businesses (§ 19 UStG)?

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Yes. With the small-business flag, 0 % VAT is enforced and the country-specific note (DE/AT/CH) is embedded into the document.

Can invoices be created automatically from an order?

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Yes. When creating an invoice you can link an order – line items are inherited; already-invoiced amount and remaining amount are updated automatically.

Send your first quote

From quote to paid invoice – in one workflow.

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