What the numbers are saying
Worked out from your own records, just now.Cash in and out
Money owed by clients
Profit and loss
Where the money went
No expenses recorded yet.
Top clients by sales
No invoices yet.
Needs attention
Nothing needs attention right now.
Quotations awaiting a decision
No open quotations.
Sales pipeline
Recent activity
Nothing recorded yet.
Reorder reminders
All stocked products are above their reorder level.
Calendar
Everything with a date in one place: follow-ups, cheques to deposit, payments falling due, tickets and licence expiries. You see the kinds your role has access to.
Nothing on this day.
Quotations
Numbers are assigned automatically. Items come from the product catalogue. Only an accepted quotation can become an order or a proforma.
| Quotation | Date | Client | Quoted to | Payment terms | Total | Status | |
|---|---|---|---|---|---|---|---|
Proforma Invoices
Standalone documents. A proforma carries items only and is not linked to an order, delivery or tax invoice.
| Proforma | Date | Client | Items | Total | |
|---|---|---|---|---|---|
| No proforma invoices yet. Create one here, or use the Proforma button on a quotation to copy its items. | |||||
Orders
Each order tracks what was ordered, what has been delivered and what has been invoiced.
| Order | Date | Client | Project | LPO | Value | Delivered | Invoiced | |
|---|---|---|---|---|---|---|---|---|
Delivery Notes
Created from an order. Each delivery note reduces stock by the delivered quantity.
| Delivery note | Date | Order | Client | Project | Driver | Lines | |
|---|---|---|---|---|---|---|---|
| Cancelled | |||||||
| No delivery notes yet. | |||||||
Tax Invoices
Raised from an order for the quantities actually delivered. An invoice counts as revenue once the client has accepted and signed it.
| Invoice | Date | Order | Client | LPO | Type | VAT | Total | Acceptance | |
|---|---|---|---|---|---|---|---|---|---|
Products and Stock
The catalogue behind every quotation. Each product carries its standard description, terms, price and reorder level.
| SKU | Product | Unit | Price | Cost | Margin | On hand | Committed | Available | Reorder at | Status | |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Name | TRN | Licence no. | Licence expiry | Licence file | Location | |
|---|---|---|---|---|---|---|
Payments and Cheques
What each client still owes, every cheque you are holding, and a receipt voucher for every payment received.
| Client | Invoices | Invoiced | Still owed | Covered by cheques | Not covered |
|---|---|---|---|---|---|
| No invoices yet. | |||||
| Invoice | Date | Client | Total | Paid | Cheques held | Still owed | Status | |
|---|---|---|---|---|---|---|---|---|
| Photo | Cheque | Client | Paid by | Invoice | Type | Amount | Received | Cheque date | Status | Paid on | |
|---|---|---|---|---|---|---|---|---|---|---|---|
| No cheques in this view. | |||||||||||
| Voucher | Date | Received from | Invoice | Method | Reference | Amount | |
|---|---|---|---|---|---|---|---|
| No payments received yet. | |||||||
| Client | Entries | Credit | |
|---|---|---|---|
| No client credit yet. An advance, or a payment above what an invoice owes, is kept here and used on the client's next invoices. | |||
| Number | Date | Client | Type | Method | Reference | Amount | |
|---|---|---|---|---|---|---|---|
| No credit entries yet. | |||||||
Purchase orders with goods received
| Purchase order | Date | Vendor | Goods received | Paid | Still to pay | |
|---|---|---|---|---|---|---|
| No goods have been received yet. | ||||||
Payment vouchers
| Voucher | Date | Paid to | Purchase order | Method | Reference | Amount | |
|---|---|---|---|---|---|---|---|
| No payments to vendors yet. | |||||||
| Cheque | Vendor | Paid to | Purchase order | Voucher | Amount | Written | Cheque date | Status | Cleared on | |
|---|---|---|---|---|---|---|---|---|---|---|
| No cheques to vendors in this view. Pay a vendor by cheque from Owed to vendors and it appears here. | ||||||||||
Expenses
Every expense can be linked to a client and carries its receipt. Petty cash is tracked as a running balance.
| No. | Date | Category | Client | Paid to | Paid from | Amount | Receipt | |
|---|---|---|---|---|---|---|---|---|
| Missing | ||||||||
| No expenses in this view. | ||||||||
Follow-ups and Contacts
Every promise to call back, chase a quotation or collect a payment, with a date and an owner. Finishing one records what happened on the client's history.
Worth a reminder
| Done on | Follow-up | Client | What happened | By | |
|---|---|---|---|---|---|
| Nothing completed in this view. | |||||
| Name | Company | Phone | Last contact with the company | Company's next follow-up | ||
|---|---|---|---|---|---|---|
| Main | ||||||
Sales Pipeline
Every opportunity from first enquiry to won or lost, with the next step and who owns it.
Quotations to follow up
| Quotation | Client | Total | Sent | Last contact | |
|---|---|---|---|---|---|
| No sent quotations are waiting. | |||||
Won and lost
| Opportunity | Client | Value | Result | Reason | |
|---|---|---|---|---|---|
| Nothing closed yet. | |||||
Service Tickets
Complaints, delivery issues and requests, each with an owner, a due date and a recorded resolution.
| Ticket | Opened | Client | Type | Subject | Order | Assigned to | Priority | Due | Status | |
|---|---|---|---|---|---|---|---|---|---|---|
| Overdue | ||||||||||
| No tickets in this view. | ||||||||||
Purchase Orders
Orders to vendors. Receiving goods adds them to stock, and each order downloads as one PDF with its attachments merged in.
| Order | Date | Vendor | Project | Total | Received | Files | Status | |
|---|---|---|---|---|---|---|---|---|
| No purchase orders in this view. | ||||||||
Profit and Loss
One statement for the whole business: accepted and signed invoices, less what those goods cost, less expenses. All figures exclude VAT and are worked out to the fils.
The From date is after the To date, so nothing falls in this period.
Statement
| Revenue | |
| Less: cost of goods sold | |
| Gross profit | |
| Less: total expenses | |
| Net profit |
Cost of goods sold is each product's cost on the day it was invoiced, multiplied by the quantity invoiced. Changing a cost in the catalogue later does not alter past invoices.
These figures come from the old system's records, which hold no cost per invoice line. Cost of goods sold is therefore the value of goods received on purchase orders in the period, the same basis the old system used. Cost per client is not available on that basis.
By client
| Client | Revenue | Cost of goods | Linked expenses | Profit |
|---|---|---|---|---|
| Nothing in this period. | ||||
Reports
Who owes what, what is owed to vendors, statements of account, VAT and cash movement. Every figure comes from the documents in the system.
| Client | 0 to 30 days | 31 to 60 | 61 to 90 | Over 90 | Total owed | Covered by cheques | Not covered |
|---|---|---|---|---|---|---|---|
| No client owes anything. | |||||||
| Total | |||||||
Age is counted from the invoice date. A cheque that is held is shown as cover and only counts as paid once it clears.
| Vendor | 0 to 30 days | 31 to 60 | 61 to 90 | Over 90 | Total to pay |
|---|---|---|---|---|---|
| Nothing is owed to vendors. | |||||
| Total | |||||
What is owed is the value of goods received on each purchase order, including VAT, less payments made. Age is counted from the order date.
The From date is after the To date, so no rows fall in this period.
| Date | Details | Paid | Balance | |
|---|---|---|---|---|
| Balance brought forward | ||||
| Totals for the period |
This is a working summary for the period, built from tax invoices and goods received. The filing itself should be checked by the accountant.
| Month | Received from clients | Paid out | Net | |
|---|---|---|---|---|
| Six months |
Received is receipt vouchers. Paid out is expenses plus payments to vendors. Cheques count when they clear.
Every tax invoice with what has been paid, what is covered by cheques still held, and what is still owed. Filter it, then export it to Excel.
| Invoice | Date | Client | Due | Days overdue | Total | Paid | Cheques held | Still owed | Last payment | Status |
|---|---|---|---|---|---|---|---|---|---|---|
| No invoices match these filters. | ||||||||||
| Total | ||||||||||
Hours clocked in on site on site, priced at each person's hourly rate, by site and month. Use it to see the labour cost behind each project.
| Month | Site | Client | People | Hours | Labour cost |
|---|---|---|---|---|---|
| No completed site hours yet. | |||||
| Total | |||||
Quotations by month
| Month | Issued | Value issued | Won | Value won | Win rate |
|---|---|---|---|---|---|
Unanswered quotations by age
Clients by value won
No quotation has been accepted yet.
Automation
The routine work the system does for you: chasing, reminding, reordering and housekeeping. Each rule shows what it would do before it does anything, and everything it does is logged.
Rules
Daily brief
Worked out now from the records.Already automatic
- Document numbers follow the sequence set in Settings and never repeat.
- Stock goes down on a delivery note and up when goods are received.
- An invoice balance updates with every receipt, and a cheque counts once it clears.
- A quotation below the minimum margin goes to an approver before it can be sent.
- Sending a quotation or a reminder sets the next follow-up.
- A client's credit is checked when a quotation becomes an order.
- A trade licence fills in the client or vendor form when it is uploaded.
- Every saved change is written to the Activity Log.
| When | Who | Rule | What it did |
|---|---|---|---|
| Automation has not done anything yet. | |||
Activity Log
Who did what and when. Every saved change is recorded automatically and cannot be edited.
| When | Who | Where | What happened |
|---|---|---|---|
| Nothing recorded in this view. | |||
Settings
Company details, document numbering, the terms library, user accounts and what each role can do.
Your role can view these settings but cannot change them.
