Manufacturing and processing: Invoicing software for stone fabricators
Invoicing software for stone fabricators: installed parts, extra work on site and additional operations from the job card land next to the quote on the invoice, with the deposit settled and a payment link.
Where invoices stall for stone fabricators.
At stone fabricators the invoice often differs from the quote, and the difference arises where the office cannot see it. The fitter cuts an extra socket hole on site, a windowsill gets shorter because the wall turned out different, or the customer decides at handover to add the upstand too. On a dealer job, part of the invoice goes to the kitchen retailer and part to the homeowner. Whoever does the invoicing works from the quote and misses the extras, or has to ask the fitter what actually happened. A deposit already received then still has to be offset correctly.
Invoicing software for stone fabricators
Example- 1
Bring quote and job card together
DoneAfter handover, the accepted quote version, the signed-off job card and the extra operations already sit with the job in the software.
- 2
Review and split differences
In progressWhoever invoices sees per line whether it matches the quote, differs or is new.
- 3
Send the invoice with the deposit
NextThe invoice settles the deposit already invoiced or received and goes to the customer with a payment link.
From finished work to paid invoice.
Bring quote and job card together
After handover, the accepted quote version, the signed-off job card and the extra operations already sit with the job in the software. Each installed part belongs to its quote line. Extra work recorded by the fitter gets its own line with photo and reason, so it is clear where it comes from.
Review and split differences
Whoever invoices sees per line whether it matches the quote, differs or is new. Extra work can be accepted, dropped or adjusted with a reason. For a dealer job, they indicate which lines go to the kitchen retailer and which to the end customer, following the arrangement on the job.
Send the invoice with the deposit
The invoice settles the deposit already invoiced or received and goes to the customer with a payment link. Reminders follow by themselves and the payment status is visible on the job. The job gets the status invoiced, so nobody invoices the same installation again by accident.
Invoicing from the same software.
Stone fabricators often still invoice by hand from an accounting package, sometimes with their own template for dealers, and look for the extra work in the fitter's van. Here quote, job card and extra work sit in the same software, so the invoice follows from what was installed. Price agreements with kitchen retailers sit with the dealer. The workshop stays owner of what was done, accounts of what is invoiced. The bookkeeper can look along or receive an export.
Always charge extras or sometimes not
A small adjustment on site is sometimes goodwill, sometimes work that should be paid for. Without a record it is usually given away by default. With one it stays a conscious decision: the office sees the extra work and decides, perhaps after checking with sales, whether it goes on the invoice or is logged as goodwill.
Deposit up front or all at the end
For natural stone bought in specially, many fabricators ask for a deposit after approval of the slab layout. That limits the risk if a customer pulls out after the slab is cut. Invoicing afterwards is simpler for regular dealers. The software handles both, set per customer type or per job.
Per job invoice or monthly statement
Homeowners get an invoice per job. Kitchen retailers sometimes prefer one invoice covering all fittings in a period, to keep their own books tidy. A consolidated invoice does require each job to be clearly identifiable on it, with address or dealer reference, so they can recharge it.
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Read the storyWhat we set up for your invoicing.
At the start, the invoice after handover is ready from quote, job card and extra work, with the deposit settled, a payment link and automatic reminders. Before going live, we walk through a top installed exactly to quote together, and a job where the fitter made an extra cut-out and shortened a window sill. Splitting between dealer and end customer and combined invoices per kitchen retailer you switch on once ordinary invoices run smoothly.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we invoice extras that were not on the quote?
Yes, provided the fitter recorded it with a reason. On the invoice being prepared it appears as a new line with a photo, and accounts set the amount from the rate list. That way you can show the customer why the invoice differs from what they expected.
What if a piece breaks during fitting and must be remade?
Then the question is who carries the risk, and that differs per situation. The software shows the replacement part separately, so accounts can choose whether to invoice it or absorb it. That choice and the reason stay on file with the job.
What does our bookkeeper see of these invoices?
The bookkeeper can look along at invoices, deposits, payment status and the VAT overview, or receive an export per period. At the start we agree together which revenue types you use for material, operations and installation, so deposit and final invoice line up neatly in the books.
How do we know a job has not been invoiced yet?
Every completed job has a status that changes as soon as the invoice is sent. An overview shows jobs that have been handed over but not yet invoiced. That way last month's installation does not slip through the cracks because the job card stayed in a van.
What often connects to this.
- Quotation software for stone fabricatorsQuotation software for stone fabricators that puts slab yield, edge work, cut-outs and installation into one calculation, with the assumptions visible to the customer who signs.
- Digital job cards for stone fabricatorsDigital job cards for stone fabricators that tie the approved slab layout, the processing on each piece and the pre fitting check together, from bridge saw to handover.
- Website for stone fabricatorsA website for stone fabricators that explains stone types, finishes and edge profiles well enough that customers arrive with a specific question rather than just a photo of a kitchen.
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 stone fabricators: installed parts, extra work and the deposit settled on the invoice, sent with a payment link and reminders.
- Bring quote and job card together
- Review and split differences
- Send the invoice with the deposit