BizCortex documentation

From quote to invoice

How quotes, orders, delivery notes and invoices connect, including partial quantities.

Quotes, orders and delivery notes form one document chain. Each step takes over the lines of the previous document. Every conversion can be partial: you choose how much of each line to take over, and BizCortex remembers what is still open. The quote, order and delivery note lists are under Documents in the sidebar.

Numbers: quotes start with AN, orders with AB, delivery notes with LS, invoices with RE and credit notes with GS, each followed by the year and a running number. Quote numbers are assigned when the quote is created. Invoice numbers are assigned only when the invoice is finalized, so they have no gaps.

From quote to invoice
Screenshot of this screen

Who can use this

  • Owner
  • Admin
  • Accountant
  • Sales

Steps

  1. 1. Create a quote

    Open Documents, Quotes and click "New quote". Add the lines and save. Click "Send by email" to send it; the quote changes to Sent and gets a public link.

  2. 2. Get the decision

    The customer accepts or declines by link, in the customer portal or by electronic signature. You can also click Accept or Decline yourself.

  3. 3. Turn it into an order

    Click "To order". The dialog lists every line with quantity, already taken over and open. Enter the quantity to take over (0 skips a line) and click "Take over". Converting into an order also counts as acceptance.

  4. 4. Confirm the order

    Open the order and click "Confirm order", or send it by email, which also confirms it. The credit limit is checked here.

  5. 5. Deliver

    Click "Delivery note", choose quantities and optionally a warehouse. On the delivery note click Deliver. Lines with a product are booked out of stock.

  6. 6. Invoice

    Click Invoice on the quote, order or delivered delivery note. Choose quantities and the invoice type (Invoice or Partial invoice). A draft invoice opens. Finalize it when it is correct.

Fields and options

Open quantities card

On sent quotes and orders: per line the quantity, ordered (quotes only), delivered, invoiced and "Still to invoice".

Predecessor document

Shown on documents that were taken over from a previous document.

Quote statuses

Draft, Sent, Accepted, Declined, Expired, Partial, Completed, Cancelled. Sent quotes past their validity date become Expired automatically every night.

Order statuses

Draft, Confirmed, Partial, Completed (fully invoiced), Cancelled.

Delivery note statuses

Draft, Delivered, Partial, Completed, Cancelled.

Tips

  • The remaining quantity to invoice counts direct invoices and invoices made through delivery notes, so nothing is invoiced twice.
  • You can skip steps: invoice a quote directly, or an order without a delivery note.

Good to know

  • A document can only be cancelled when it has no follow up documents or invoices that are still active. Cancelled documents are kept, never deleted.
  • Cancelling an invoice does not reset the Partial or Completed status of its order. The open quantities are always calculated live and stay correct.

Related

  • Quotes

    Create, send and follow up quotes until they are accepted.

  • Orders

    Order confirmations that turn into delivery notes and invoices.

  • Delivery notes

    Ship goods, book them out of stock and invoice the delivered quantity.

  • Finalizing an invoice

    Check the mandatory details, finalize, and understand why an issued invoice is locked.