Business supplies and services: Invoicing software for promotional product suppliers
Invoicing software for promotional product suppliers that invoices delivered quantities, decoration, setup costs and over or under delivery, with a payment link and automatic reminders.
Where invoices stall for promotional product suppliers.
Promotional product suppliers often invoice on the basis of the quote, while the delivery differs. Fewer good pieces come out of production, a customer had an extra colour added, or the order went to several addresses, each with its own shipping cost. Setup costs that were in the quote lapse on a repeat order but still end up on the invoice. Storage of customer stock is forgotten. The office only sees an order number and an amount, and has to ask the workshop what actually happened. A customer who spots a difference sends a credit request, and that discussion takes more time than the invoice itself.
Invoicing software for promotional product suppliers
Example- 1
Gather delivered quantities
DoneAfter shipping, the software takes from the job card and the shipment how many good pieces were delivered, which decoration was done and to which addresses.
- 2
Review differences from the quote
In progressThe invoice places delivered quantities next to the quote.
- 3
Send invoice with payment link
NextOnce approved, the invoice goes out with lines per item, decoration, setup costs, packaging and shipping, and a payment link.
From finished work to paid invoice.
Gather delivered quantities
After shipping, the software takes from the job card and the shipment how many good pieces were delivered, which decoration was done and to which addresses. Changes along the way, such as an extra print position or a rush surcharge, come along if they were recorded. Setup costs are only added if a new screen or plate was actually made.
Review differences from the quote
The invoice places delivered quantities next to the quote. If more or less was delivered than ordered, the office sees it with the reason from the job card. Agreed tolerances on the quantity are handled automatically; larger differences go to the salesperson for review before anything is sent.
Send invoice with payment link
Once approved, the invoice goes out with lines per item, decoration, setup costs, packaging and shipping, and a payment link. Storage of customer stock is added periodically as a separate line. The buyer's order number and reference are on it. Reminders go out automatically and the salesperson sees on the order whether it has been paid.
Invoicing from the same software.
Quote, job card and shipment already sit in the same software, so the invoice comes from what was recorded there. Buyers at large customers often ask for their own order number or cost centre on the invoice; those details are requested at enquiry or approval, so the office does not have to chase them afterwards. At the start we bring over your customers and set up VAT rates and payment terms. Your accountant can look along or receive an export.
Invoice on the quote or on delivery
Invoicing on the quote is quick and predictable, but produces credit notes when things differ. Invoicing on the actual delivery is more accurate, but requires job cards and shipments to be filled in reliably. A common choice is to use the quote as the basis and only put differences outside the agreed tolerance forward for a decision.
Settling over or under delivery
In this trade it is common to agree a small tolerance on the delivered quantity, because rejects cannot be predicted exactly. Whether and how you settle that belongs in your terms and conditions. The software applies that agreement, but makes every difference visible, so you can choose to be lenient with a particular customer.
Invoice partial deliveries separately or together
An order delivered in parts can be invoiced per delivery or in one go once complete. Invoicing per part keeps cash flowing, but gives the customer more invoices to process. Invoicing together is tidier, but leaves the first delivery unbilled for longer. Record that choice per customer.
What we set up for your invoicing.
Ready at the start: invoices for completed orders with delivered quantities, decoration, setup costs and shipping, with differences from the quote flagged, and a payment link with reminders. Together we walk through an ordinary order delivered in full, and an order where fewer good pieces came out of production. Partial deliveries, storage costs for customer stock and cost centres per department are switched on in the order in which your office spends the most time on them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDo setup costs appear on the invoice automatically?
Only if a new screen, plate or embroidery programme was actually made for that order. On a repeat order with an existing tool they lapse. The invoice shows which setup costs were included and why, so the office does not have to guess or ask the workshop.
How do we handle a customer who requires their own order number?
That number is requested at enquiry or approval and stored with the order. It appears on the invoice automatically. If it is missing, the salesperson gets a notice before the invoice is sent, so it does not get stuck in the customer's accounts payable department.
Can we still adjust an invoice before it is sent?
Yes. As long as it has not been sent, the office can adjust lines or add a discount. An adjustment does not change the order, but the software records which lines were changed and by whom, so it can be traced later.
How does our accountant see the invoices and payments?
Your accountant can look along in the overview of invoices, payments and VAT, or receive an export per period. We agree the ledger account and VAT code per line together at the start, so the accountant does not have to look anything up.
What often connects to this.
- Quotation software for promotional product suppliersQuotation software for promotional product suppliers that puts quantity, setup costs, print colours and extra positions into one calculation, starting from the print area and technique.
- Digital job cards for promotional product suppliersDigital job cards for promotional product suppliers that give the printer the approved proof, ink colours and run checks, and report anything that goes wrong straight back.
- Website for promotional product suppliersA website for promotional product suppliers that shows, item by item, which print areas, techniques and materials are available, so every enquiry starts from what can actually be done.
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 promotional product suppliers: delivered quantities, decoration and setup costs on the invoice, with differences shown first.
- Gather delivered quantities
- Review differences from the quote
- Send invoice with payment link