Repairs and specialist services: Invoicing software for sailmakers
Invoicing software for sailmakers that keeps the deposit, the balance on delivery and the actual fitting work on board together per order, from quote to paid final invoice.
Where invoices stall for sailmakers.
At a sailmaker's loft, two or three payment moments run through each order. A deposit goes out on approval, the balance follows on delivery, and in between there may be fitting work that was or was not included in the price. Did the sailmaker travel to the marina twice because the boat could not be reached the first time? Did they add an extra window on board at the owner's request? Such agreements live in notes or in the sailmaker's head. The final invoice follows the quote, extra work is forgotten or sent on later, and that causes irritation. With clubs that own club boats, each boat's work also has to be visible.
Invoicing software for sailmakers
Example- 1
Deposit on approval
DoneAs soon as the owner accepts the chosen version, the software sends the deposit invoice with a payment link, following your rule per product.
- 2
Check fitting and changes
In progressOn delivery the software sets the actual fitting work from the job card against the quote: a second trip to a distant marina, a window added on board, different hardware.
- 3
Send the balance per boat
NextThe final invoice deducts the deposit received and goes to the owner with a payment link.
From finished work to paid invoice.
Deposit on approval
As soon as the owner accepts the chosen version, the software sends the deposit invoice with a payment link, following your rule per product. The payment status sits on the order, visible to sailmaker and office. The sailmaker knows whether the cloth needed specially for this boat can already be ordered.
Check fitting and changes
On delivery the software sets the actual fitting work from the job card against the quote: a second trip to a distant marina, a window added on board, different hardware. For each difference the office chooses to bill it, leave it out or discuss it with the owner first. Work without recorded approval is flagged.
Send the balance per boat
The final invoice deducts the deposit received and goes to the owner with a payment link. A club with club boats gets a recognisable block per boat, so the treasurer knows what belongs where. If payment does not arrive, the reminder follows by itself and the loft sees it before the next job for that boat starts.
Invoicing from the same software.
Sailmakers currently often use a bookkeeping program for invoices and payments, and sometimes a card terminal in the shop for small items and repairs. In the software, deposit, final invoice and payment status hang on the order itself, so nobody has to ask whether the deposit has arrived. Customer details and boats live in one place. The sailmaker supplies the actual work through the job card, and the bookkeeper looks along or receives an export.
Ask for a deposit or not
A deposit on approval covers the risk of cloth ordered specially for one boat that fits nowhere else. For small repairs it is excessive. Many sailmakers ask for a deposit on bespoke work above a certain threshold and not on standard items. The software applies the rule per product and offsets it in the final invoice.
Fitting as a fixed line or on time
A fixed line for fitting is clear but does not cover a second trip to a distant marina. Charging fitting by time and distance is fairer but less predictable for the owner. A common choice is one fitting visit included and extra visits charged separately, stated in the quote already, so the invoice tells no new story.
One final invoice or stage invoices
On a large order, such as a full wardrobe of sails plus a new cover, each product can be invoiced once delivered. That keeps cash flowing but gives the owner more invoices. One final invoice is tidier but leaves the loft waiting longer. The software supports both, chosen per order.
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Read the storyWhat we set up for your invoicing.
At the start we record per product when you ask for a deposit and how much, whether one fitting visit is included and what an extra visit costs per marina. Then we go through an ordinary jib fitted in one visit together, and a cover that needed two fitting visits and an extra window. Stage invoices per delivered product, for a full wardrobe of sails with a new cover, can be switched on when a large order calls for it.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we handle a deposit that has already been paid?
The deposit invoice sits in the same software as the order, so the final invoice deducts the amount received by itself. If the deposit has not arrived yet, that is shown, so the office can decide whether the final invoice goes out.
What if the owner asks for extra work on board?
The sailmaker records the request on the job card with a photo and, ideally, the owner's approval on their phone. It appears as a separate line on the final invoice. Without recorded approval the line is flagged and the office decides whether to discuss it first.
Can we charge separately for disposing of old sails?
Yes, if you offer that. Disposing of or recycling an old sail can be an option in the quote and then becomes a line on the invoice. If the owner wants the old sail back, the line drops away and the job card notes that the sail goes back with the new one.
Do we still need an accounting package alongside it?
Not for invoicing. Deposits, final invoices, payment links, reminders and the VAT overview are all in the software. If your bookkeeper works in their own package, they receive an export of invoices and payments, so nothing has to be retyped.
What often connects to this.
- Quotation software for sailmakersQuotation software for sailmakers that turns cloth area, cloth choice and marine hardware into a quote with named options, so owners can see where two versions actually differ.
- Digital job cards for sailmakersDigital job cards for sailmakers: a pattern with a dimension check for each order, bringing together measured figures, checked points and changes made after fitting.
- Website for sailmakersA website for sailmakers that explains the difference between new sails, boat covers and repairs, and shows per product which vessel measurements and photos are needed.
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 sailmakers: deposit on approval, final invoice on delivery with fitting work settled, payment link and reminders per boat.
- Deposit on approval
- Check fitting and changes
- Send the balance per boat