Food and specialist retail: Invoicing software for preserve makers
Invoicing software for preserve makers that collects delivered jars, custom labels and one-off costs per order and sends them as a checkable invoice with a payment link.
Where invoices stall for preserve makers.
For a preserve maker, invoicing looks simple: jars times price. In practice a private label customer takes delivery in parts from a single batch, there are one-off costs for the first label design and a print run, and a shop has an agreed discount on a seasonal promotion. Some jars break in transit and are credited. When the invoice is pieced together from a delivery note and someone's memory, a line easily goes missing or label work is charged twice. If the customer has a question, nobody can find which delivery an amount relates to, and payment waits.
Invoicing software for preserve makers
Example- 1
Gather deliveries and agreements
DonePer customer the software prepares the quantities delivered per flavour and batch, with the agreed prices and one-off items such as design or a new print run.
- 2
Have differences reviewed
In progressIf a delivery differs from the order, for example fewer jars due to rejects or a substituted flavour, that line is flagged.
- 3
Send invoice and credit note
NextAfter review the invoice goes to the customer with lines, VAT, a reference to the deliveries and a payment link.
From finished work to paid invoice.
Gather deliveries and agreements
Per customer the software prepares the quantities delivered per flavour and batch, with the agreed prices and one-off items such as design or a new print run. A call-off delivered in two parts appears as two deliveries under the same agreement. Every invoice line can be traced back to a delivery note.
Have differences reviewed
If a delivery differs from the order, for example fewer jars due to rejects or a substituted flavour, that line is flagged. A one-off item that was already invoiced also stands out. Whoever invoices reviews those points and adjusts where needed, with a reason kept on the line.
Send invoice and credit note
After review the invoice goes to the customer with lines, VAT, a reference to the deliveries and a payment link. Reminders go out automatically and the payment status is visible per customer. A credit note for broken jars follows the same route, tied to the original delivery.
Invoicing from the same software.
Deliveries come from the planning and the orders, price agreements from the quotes, and all of that already sits in the same software. The invoice, the reminders and the payment status now come from there too, and the status shows straight away in the client portal. Webshop sales are already settled there and do not go this route. The bookkeeper can look along or receive an export of invoices and VAT.
Invoice per delivery or per period
A shop that orders now and then usually gets an invoice per delivery. A private label customer with regular call-offs may prefer one consolidated invoice a month. The software follows either approach per customer, as long as every line points to a delivery and the customer can see the basis.
Label costs up front or with the first delivery
Design and printing for a custom label happen before a single jar is filled. You can invoice that up front, which reduces your risk, or include it on the first delivery invoice, which lowers the barrier for the customer. What matters is that the item only appears on an invoice once, and the software watches for that.
Credit rejects or send replacements
For broken or damaged jars you can issue a credit or send replacements with the next delivery. Crediting keeps the books clean; replacing protects turnover but relies on someone remembering. The software records the choice against the delivery, so a promise to replace does not fall through the cracks.
What we set up for your invoicing.
Price agreements, discounts per promotion and the choice between an invoice per delivery or per month are set up per customer, with a payment link and reminders. Deliveries are collected, differences flagged and the invoice only leaves after review. An ordinary month and a tricky delivery, a private label call-off in two parts with a credit for broken jars, are checked together. Feel free to put the first invoices next to your old method, so differences stand out straight away.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we apply discounts per customer or promotion automatically?
Yes, if the discount is recorded in that customer's price agreement or as a promotion with a start and end. The software applies it to deliveries within the period. A discount only promised verbally has to be recorded first, or it will not appear.
What is left for our accounting package to do?
Invoices are made and sent in this software, with a payment link and reminders. The bookkeeper can look along or receive an export of invoices, payments and VAT for the books. Piecing lines together from loose delivery notes is no longer needed.
How do we see which deliveries have not been invoiced yet?
The overview lists per customer the deliveries that went out but have no invoice yet. At the end of a period you immediately see what is outstanding. A delivery that is deliberately not invoiced, such as sample jars, gets that status with a reason.
Can we put the batch code on each invoice line?
Yes, if your buyers ask for it. The batch code is already attached to the delivery, so the software can pass it as part of the description. Some wholesalers want it for their own records; for small shops you leave it off to keep the invoice tidy.
Add-ons for your industry.
What often connects to this.
- Quotation software for preserve makersQuotation software for preserve makers that costs ingredients, jars, lids and labels per recipe, so a price for private label or wholesale rests on actual consumption.
- Digital job cards for preserve makersDigital job cards for preserve makers: a production sheet per batch with recipe version, weighed ingredients, cooking checks and filling details, tied to the batch code on the jar.
- Website for preserve makersA website for preserve makers that shows which preserves come in which jar sizes, what private label involves and what a retailer or wholesaler needs to send along with 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 preserve makers: invoices from delivered jars, label costs and customer agreements, with a payment link, reminders and status.
- Gather deliveries and agreements
- Have differences reviewed
- Send invoice and credit note