Manufacturing and processing: Invoicing software for packaging manufacturers
Invoicing software for packaging manufacturers: the invoice follows from the accepted quote, the delivered run within the agreed tolerance and approved extra work, and goes out with a payment link.
Where invoices stall for packaging manufacturers.
In packaging, the quantity delivered is rarely exactly what was ordered. Waste allowance and rejects make a run come out slightly over or under, and many agreements include a tolerance within which more or fewer units are delivered and invoiced. If accounts only discover this while preparing the invoice, they have to lay delivery notes and job cards next to the quote. Then there is extra work that arose along the way: an additional proof round, a modified cutting die or a rush charge. If that only lives in an email between sales and the customer, it gets forgotten or invoiced months later, which at packaging manufacturers leads to disputes with the buyer.
Invoicing software for packaging manufacturers
Example- 1
Gather the delivered run
DoneAfter delivery, the accepted quote, the quantities per delivery note and the extra work logged on the order are already in the same software.
- 2
Review over or under delivery
In progressThe software compares the delivered run with the ordered quantity and checks whether the difference falls within the agreed tolerance.
- 3
Send invoice with payment link
NextAfter review, the invoice is ready with lines for the run, one-off costs such as the cutting die and printing plates, and approved extra work.
From finished work to paid invoice.
Gather the delivered run
After delivery, the accepted quote, the quantities per delivery note and the extra work logged on the order are already in the same software. The agreements on delivery tolerance and one-off costs belong to the order as well. Everything that determines the invoice sits together instead of being scattered across sales, dispatch and production.
Review over or under delivery
The software compares the delivered run with the ordered quantity and checks whether the difference falls within the agreed tolerance. Within it, the actual quantity goes on the invoice; outside it, accounts get a signal to check with sales. Extra work without customer approval is marked separately.
Send invoice with payment link
After review, the invoice is ready with lines for the run, one-off costs such as the cutting die and printing plates, and approved extra work. Accounts send it with a payment link, reminders go out by themselves and each order shows whether it has been paid. For a partial call-off delivery, only the delivered part is invoiced.
Invoicing from the same software.
At packaging manufacturers, invoices are often still put together by hand from quote, delivery note and job card, in an accounting package or the invoicing module of an ERP. Here those three already sit in the same software, so the invoice follows from what was actually delivered. Sales stays owner of the price agreements, dispatch of the delivered quantities and accounts of the invoice. The bookkeeper can look along or receive an export.
Invoice ordered or delivered quantities
Invoicing ordered quantities is simple but ignores the actual run. Invoicing delivered quantities is fairer, provided the tolerance was agreed upfront and the delivery note is correct. The software works with the agreement that applies per customer, so accounts do not have to look it up for each invoice.
Charge one-off costs at once or spread them
The cutting die and printing plates can be invoiced with the first delivery or spread over the call-offs. Invoicing at once gives clarity, spreading suits customers who budget per call-off. Whichever applies, the software tracks which part has been invoiced and which is still open.
Invoice extra work immediately or bundled
Separate invoices for every additional proof are an administrative burden for both sides. Bundling on the job invoice is clearer, but the extra work must be approved by then. Before sending, the software shows which extra work has approval and which does not, so nothing lands on the invoice unasked.
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Read the storyWhat we set up for your invoicing.
At the start, invoicing is ready for orders delivered in one go, with the run tolerance per customer and approved extra work. Together we walk through an order delivered exactly to quantity and an order with over delivery and an extra proof round, and we check that the payment link and reminders are set correctly. Call-off orders with partial deliveries and spreading one-off costs you switch on afterwards, so a customer who calls off each quarter can still check their invoice.
View pricingSupport and updatesGood to know.
Explore pricing and optionsWhat if the delivery note and job card show different quantities?
Then the software holds the invoice back and raises a signal. Accounts see both quantities and can ask dispatch or the production manager which figure is right. Only once the difference is resolved does the invoice go out. That avoids a credit note because a count later turned out to be wrong.
Can we use a different tolerance per customer?
Yes. The tolerance is an agreement per customer or even per item and sits with the price agreements. For each delivery, the software uses the tolerance that applies to that combination at that moment. If an agreement changes, the new tolerance applies to orders placed after that.
How does extra work end up on the invoice?
Extra work is logged when it arises, for example an additional proof round in the portal or a modified die on the job card. Once the customer has agreed, it is ready as an invoice line. Without agreement it stays visible to sales, who can decide whether to charge it after all.
Can our bookkeeper work with these invoices?
Yes. The bookkeeper can look along at invoices, payment status and the VAT overview, or receive an export per period. At the start we agree together which revenue types you use for runs, one-off costs and extra work, so the bookkeeper recognises them without having to ask.
What often connects to this.
- Quotation software for packaging manufacturersQuotation software for packaging manufacturers that combines set-up costs, board consumption and quantity breaks in one calculation, so the customer sees what a different run size does to the price.
- Digital job cards for packaging manufacturersDigital job cards for packaging manufacturers that keep the approved proof and its revision number, the machine settings and the checks for each production run with the same job.
- Website for packaging manufacturersA website for packaging manufacturers that explains box formats, board grades and print options clearly enough that a buyer knows what to supply before sending an enquiry.
Invoicing without chasing details.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Invoicing software for packaging manufacturers: delivered runs within tolerance and approved extra work on the invoice, with a payment link and reminders.
- Gather the delivered run
- Review over or under delivery
- Send invoice with payment link