Manufacturing and processing: Invoicing software for rubber manufacturers
Invoicing software for rubber manufacturers: accepted batches, tooling costs and sample rounds from job card and quote land on an invoice that goes to the buyer with a payment link.
Where invoices stall for rubber manufacturers.
Invoices at rubber manufacturers are made up of different kinds of items that arise at different moments. Tooling costs are sometimes invoiced on order, sometimes on sample approval. Batches are delivered per call-off, but part of a batch may have been rejected or held for discussion. A customer accepts a batch just outside tolerance at a discount. Whoever does the invoicing has to piece that together from job cards, emails and quotes. The result is tooling invoiced late or twice, or a held batch ending up on the invoice anyway. The invoice must show which batches were accepted and which tooling agreement applies.
Invoicing software for rubber manufacturers
Example- 1
Gather accepted batches
DoneFor a completed delivery, the job card in the same software shows which quantities passed final inspection and were delivered.
- 2
Assign tooling and samples
In progressTooling costs and sample rounds go on the invoice according to the agreement in the quote: on order, on approval or spread over the call-offs.
- 3
Send invoice and follow payment
NextThe checked invoice goes to the buyer with a payment link and a reference to order, batch and quote.
From finished work to paid invoice.
Gather accepted batches
For a completed delivery, the job card in the same software shows which quantities passed final inspection and were delivered. Quarantined or rejected parts are left out unless they were accepted after all following discussion. Each line refers to the batch and the order.
Assign tooling and samples
Tooling costs and sample rounds go on the invoice according to the agreement in the quote: on order, on approval or spread over the call-offs. The software shows which tooling items are still open and prevents an item from being invoiced twice. Each item sits with the quote it came from.
Send invoice and follow payment
The checked invoice goes to the buyer with a payment link and a reference to order, batch and quote. Reminders follow automatically and the payment status sits with the order. For questions, customer service sees straight away which batch was delivered, what was measured and which agreements applied.
Invoicing from the same software.
Rubber manufacturers often still invoice from an ERP or accounting package based on order confirmations and packing slips, separate from what production approved. Here job card, delivery and quote sit in the same software, so the invoice follows from what was accepted and which tooling agreement applies. Item codes, VAT and payment terms are agreed at the start. Production owns what was made, accounts own what is invoiced. The bookkeeper can look along or receive an export.
Tooling on order or on approval
Invoicing tooling on order protects you against a customer who pulls out. Invoicing on sample approval gives the customer certainty that they are paying for tooling that works. A middle way is part on order and the rest on approval. State in the quote which applies, so nobody has to remember it later.
Invoice on call-off or on delivery
Invoicing on call-off is simple but is wrong when part of the batch is rejected or follows later. Invoicing actually delivered and accepted quantities is more accurate. The software uses the job card as its source, so only what was actually delivered ends up on the invoice. Partial deliveries work well this way too.
Discount on a deviating batch or a credit note
If a customer accepts a batch just outside tolerance, you can invoice a lower price directly or charge the full price with a credit note. A direct discount is tidy; a credit note keeps the deviation visible in the accounts. Choose one approach and apply it consistently across customers.
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Read the storyWhat we set up for your invoicing.
Per delivery, the software combines job card, delivery and quote into an invoice at the start, with tooling items included as agreed and a payment link. Together we walk through an ordinary call-off of a known profile, and a first delivery after new tooling where part of the batch was held back and later accepted at a discount. Combined invoices for buyers with many call-offs you switch on once the invoices per delivery are right.
View pricingSupport and updatesGood to know.
Explore pricing and optionsIs the invoice sent automatically?
No. The software prepares the invoice, someone in accounts checks it and sends it with a payment link. Especially for first deliveries, tooling and deviating batches you want to look yourself. For ordinary call-offs that check is quick, and the check itself is recorded too.
How do we stop tooling being invoiced twice?
Each tooling item from the quote gets a status: open, partly or fully invoiced. The software only puts open items on the invoice and shows which have already been invoiced. That way you can always see what is still open on the tooling.
What happens to a batch that has been held?
It is not invoiced until a decision is made. If the buyer accepts the batch, possibly at a discount, it appears on the next invoice. If it is rejected, it is recorded as a reject and not invoiced, so the buyer never pays for what they did not accept.
What does our bookkeeper see of these invoices?
The bookkeeper can look along at invoices, open tooling items, payment status and the VAT overview, or receive an export per period. At the start we agree the revenue types together with whoever invoices now, so nothing changes in the way entries are booked.
What often connects to this.
- Quotation software for rubber manufacturersQuotation software for rubber manufacturers that brings tooling costs, compound, batch size and start-up scrap into one calculation and records the technical assumptions for each item.
- Digital job cards for rubber manufacturersDigital job cards for rubber manufacturers that record the released compound specification, process settings and inspection points per order, with readings and deviations reported back.
- Website for rubber manufacturersA website for rubber manufacturers that explains profiles, moulded parts and compounds by application, so a buyer or design engineer knows what to supply for an enquiry you can actually work with.
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 rubber manufacturers: accepted batches, tooling as agreed and samples on the invoice, with a payment link and reminders.
- Gather accepted batches
- Assign tooling and samples
- Send invoice and follow payment