Manufacturing and processing: Invoicing software for plastic fabricators
Invoicing software for plastic fabricators: approved quantities, finishing and extra correction rounds from quote and job card come together on an invoice the buyer recognises and that goes out with a payment link.
Where invoices stall for plastic fabricators.
At plastic fabricators the invoice regularly differs from the quote, and for good reason. Fewer pieces were delivered because a few failed final inspection, or the customer asked along the way for the edges to be polished as well. An extra correction round on the drawing cost programming time. If accounts invoices straight from the quote, those differences are lost, or they have to ask the workshop what actually happened. Invoicing extra work afterwards without customer approval leads to disputes. And an invoice that does not match delivered quantities is simply sent back by a larger customer's purchasing department.
Invoicing software for plastic fabricators
Example- 1
Gather approved parts and finishing
DoneAfter delivery, the accepted quote, the approved quantities from final inspection and the delivery note already sit with the order in the software.
- 2
Review differences with the quote
In progressThe software compares quantities and operations with the quote.
- 3
Send invoice and follow payment
NextAfter review, the invoice is ready with lines for the parts, one-off costs such as programming time and the approved extra work, plus the order number and the customer's purchase order number.
From finished work to paid invoice.
Gather approved parts and finishing
After delivery, the accepted quote, the approved quantities from final inspection and the delivery note already sit with the order in the software. Finishing and extra programming time from the job card come along, with a note on whether the customer agreed to them. Everything that determines the invoice sits side by side.
Review differences with the quote
The software compares quantities and operations with the quote. Fewer parts delivered, extra finishing or a changed material appear as difference lines with a reference to the job card or the approval in the portal. Extra work without approval is set apart, so accounts do not invoice it without checking first.
Send invoice and follow payment
After review, the invoice is ready with lines for the parts, one-off costs such as programming time and the approved extra work, plus the order number and the customer's purchase order number. Accounts send it with a payment link. Reminders follow automatically and the payment status sits with the order.
Invoicing from the same software.
Plastic fabricators often still make invoices in an accounting package or the invoicing module of their order system, separate from the shop floor. Larger customers require the purchase order number and line numbers to match their order. Here the invoice comes from quote, job card and delivery note that are already in the same software. Sales manages price agreements, the shop floor the recorded quantities and finishing, and accounts the invoice sent. The bookkeeper can look along or receive an export.
Invoice per delivery or per order
For an order delivered in parts, you can invoice per delivery or after the last one. Per delivery keeps cash flowing but means more invoices. Afterwards is clearer but can take a long time. The software handles both and tracks which quantities have already been invoiced.
Absorb rejects or charge them
Rejects caused by your own mistake are at the fabricator's expense. But if a drawing was unclear or the supplied material differed, charging it on can be reasonable. That requires the reason for rejection to be on the job card. Before sending, the software shows rejects with their reason, so sales decides case by case.
List programming time or fold it in
On a first order, programming time is a recognisable item. Listing it separately shows the customer why a repeat order is cheaper. Building it into the unit price looks simpler. The invoice follows the choice made in the quote, so quote and invoice share the same structure. That way the buyer recognises the invoice straight away.
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Read the storyWhat we set up for your invoicing.
At the start we set up the invoice for orders delivered in one go, built from quote, approved quantities and recorded finishing. Together we walk through an order that went exactly to quote and an order where two parts were rejected and the customer approved extra polishing. Partial deliveries and the fixed line structure larger customers require you switch on once the first invoices are paid without questions.
View pricingSupport and updatesGood to know.
Explore pricing and optionsWhat if the customer approved extra work verbally?
Then sales records that approval with the order, with the date and the name of the contact. The extra work then appears as an approved line on the invoice. Without a record it stays an open item, so nothing ever appears on the invoice that the customer does not recognise.
Can the invoice refer to the drawing revision?
Yes. Each line can state the part number and the revision that was produced. That helps the customer check the invoice and avoids confusion when several revisions of the same part are in circulation. On a later complaint it is immediately clear which version was delivered.
How do we handle a credit note after a complaint?
A claim belongs to the original order and invoice. If sales decides on a credit, accounts create a credit note in the software referring to the invoice lines concerned. It goes to the customer like a normal invoice, and the open payment is adjusted accordingly.
What does our bookkeeper get to see of these invoices?
The bookkeeper can look along at invoices, credit notes, payment status and the VAT overview, or receive an export per period. At the start we agree together which revenue types and customer details you use, so the bookkeeper recognises everything without asking per invoice.
What often connects to this.
- Quotation software for plastic fabricatorsQuotation software for plastic fabricators that works out sheet usage, offcut waste, programming time and machine time per part, with material and tolerance assumptions visible in the proposal.
- Digital job cards for plastic fabricatorsDigital job cards for plastic fabricators that bring the released machining file, the material specification and the measurements for each job together, so an operator never cuts from an outdated program.
- Website for plastic fabricatorsA website for plastic fabricators that explains sheet materials and processes such as routing, laser cutting, line bending and bonding through applications, so a customer knows what is feasible.
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 plastic fabricators: approved quantities, finishing and extra work from job card and quote on the invoice, with a payment link.
- Gather approved parts and finishing
- Review differences with the quote
- Send invoice and follow payment