Sales

Sales — overview

Sales is Flowbyte’s main sales module: from lead to invoice. Here you create and send quotes, manage orders and shipments, issue sales invoices, and review customer receivables. How to open: left menu → Sales Most documents open in the sales desk (a shared view with tabs). Customers, articles, and reports are separate menu items. Sales flow Typical chain: 1. Lead — potential customer / need 2. Quote — you send prices to the customer 3. Sales order — the customer has ordered 4. Shipment — goods / service handed over or dispatched 5. Sales invoice — billing, e-invoice, payments 6. If needed, a credit invoice or payment offset You do not always need every step — you can start from an order or invoice when that fits your process. What’s in the menu | Area | Purpose | |------|---------| | Leads | Pipeline, leads, convert to quote | | Quotes | Quotes by PDF / email, acceptance | | Sales orders | Order fulfilment and statuses | | Shipments | Handover / dispatch, convert to invoice | | Sales invoices | Billing, e-invoice, payments, credit | | Customers | Customer data, price lists, history | | Articles | Sellable products / services | | Reports | Aged receivables, sales report, Pareto, etc. | The sales desk may also include Campaigns (emails linked to leads). Related, but in another menu - Payments (Bank, Cash, Offset) — linking invoice receipts - Warehouse — pick queue, picking (if you use warehouse) - POS / Events — separate modules for till sales Next guides - Leads and campaigns - Quotes - Sales orders - Shipments - Sales invoices - Customers and price lists - Sales articles - Sales reports

Leads and campaigns

Leads are the start of the sales pipeline: potential customers and needs before a formal quote. How to open: Sales → Leads Campaigns: sales desk tab Campaigns (if visible) Why use leads - gather new contacts and enquiries in one list - track status (e.g. new, in progress, won, lost) - create a quote from a lead - share work across the sales team What you can do 1. Open Leads. 2. Add new / create a lead — fill in company or contact, source, notes. 3. Filter by status, owner, or search. 4. Open the lead detail — edit data, add activities / notes. 5. When the customer is ready for a price: create / convert to a quote. 6. Close or mark the lead as won / lost when the process ends. Campaigns Purpose: group leads into a campaign, send emails, and track replies. 1. Sales desk → Campaigns. 2. Create a campaign, add leads / contacts. 3. Compose and send the email. 4. Track who opened / replied (depending on setup). Campaigns do not replace quotes or invoices — they support starting the sale. Related guides - Quotes - Customers and price lists - Sales — overview

Quotes

A quote is the formal price document for the customer: lines, amounts, terms. You send a PDF or email; later you can turn it into an order. How to open: Sales → Quotes Why use quotes - send the customer a price before an order - compare variants (validity, discount, price list) - track whether a quote is sent, accepted, or rejected - convert a won quote into a sales order Creating a new quote 1. Open Quotes. 2. Click New / create a quote. 3. Select the customer (and contact if needed). 4. Add lines: article / service, quantity, price (may come from the customer’s price list). 5. Set validity, notes, terms. 6. Save as draft or confirm / send. Sending to the customer 1. Open the quote. 2. Click Send to customer / Send email. 3. Check the recipient and the PDF attachment. 4. Send — status usually changes to “sent”. You can also download the PDF and forward it yourself. Statuses (typical flow) | Status | What it means | |--------|---------------| | Draft | Being prepared; not yet sent to the customer. | | Sent | The quote has gone out to the customer. | | Accepted | The customer / sales has approved the quote. | | Rejected | The quote did not proceed. | | Expired | Validity has ended (if used). | Converting to an order When the customer agrees: 1. Open the quote. 2. Choose the action to create an order (e.g. Create order / convert). 3. Check the lines and save the sales order. Next: Sales orders. Tips - Prices often come from the customer’s price list — set the price list on the customer card. - Use filters (status, seller, period) to find open quotes. - Charts / summaries on the page help you see how many are in progress vs won. Related guides - Leads and campaigns - Sales orders - Customers and price lists - Sales articles

Sales orders

A sales order is the customer’s confirmed order: what to deliver or do, when, and at what price. From here you move to shipment and invoice. How to open: Sales → Sales orders Why use sales orders - track which orders are open, in progress, or fulfilled - plan delivery / picking - create a shipment or sales invoice from the order - link the order to a quote or webshop / channel order Where an order comes from - converted from a quote - created manually - from the webshop or sales channel (if integrated) What you can do 1. Open Sales orders. 2. Filter by status, customer, date. 3. Open an order — review lines, amounts, delivery addresses. 4. Edit lines / status if your permissions allow. 5. Create a shipment when goods go out or are handed over. 6. Create or link a sales invoice when you can bill (directly or via shipment). 7. Mark the order complete when everything is fulfilled and invoiced. Statuses (typical) | Status | What it means | |--------|---------------| | Open / new | Order awaiting fulfilment. | | In progress | Picking or delivery is underway. | | Fulfilled | Goods / service are done. | | Invoiced | Related invoice(s) exist. | | Cancelled | Order cancelled. | Exact names depend on your setup — check the labels on the page. Link to warehouse If warehouse is in use: - the order may go to the sales pick queue (Warehouse) - pick lists help pick goods - the shipment reduces / moves stock (depending on setup) Related guides - Quotes - Shipments - Sales invoices - Sales — overview

Shipments

A shipment documents handing over or dispatching goods or a service. It is often the step between order and invoice. How to open: Sales → Shipments Why use shipments - confirm what went out to the customer or was handed over - add carrier / tracking number (if you use them) - turn unbilled shipments into a sales invoice - link to field service or handover documents (if those modules are on) Creating a new shipment 1. Open Shipments or open a sales order. 2. Create the shipment from the order (recommended) or from the register. 3. Check customer, address, and lines (quantities). 4. Add delivery info (carrier, date, notes). 5. Save / confirm according to your workflow. What you can do in the register - filter by status, customer, date - open PDF / print - send to the customer (if allowed) - invoice unbilled shipments (one or a selection) - cancel / correct if your permissions allow Statuses (typical) | Status | What it means | |--------|---------------| | Draft | Being prepared. | | Shipped / handed over | Document is confirmed. | | Invoiced | Linked to a sales invoice. | | Cancelled | Invalid. | Converting to an invoice 1. Find an unbilled shipment (filter). 2. Open or select lines. 3. Click the invoice button (e.g. Invoice / Invoice selected). 4. Check the invoice preview and confirm. Next: Sales invoices. Related guides - Sales orders - Sales invoices - Handover acts (field service) — if you use handover acts in field service

Sales invoices

A sales invoice is the main billing document in sales: lines, VAT, due date, PDF, e-invoice, and receipts. How to open: Sales → Sales invoices Why use sales invoices - issue an invoice to the customer - send by email or e-invoice - track unpaid / overdue invoices - register receipts or link bank payments - create a credit invoice - use advance / final invoice logic (if configured) Where an invoice comes from - manually (New invoice / create invoice) - from a sales order - from a shipment (unbilled shipments) - from a recurring invoice (template, if used) - from field service / act invoicing (if those modules are on) Creating a new invoice 1. Sales invoices → New / create invoice (or open a separate create view). 2. Select the customer. 3. Add lines (articles / services, quantity, price — often from a price list). 4. Check date, due date, reference number, bank account. 5. Save as draft. 6. When everything is correct: Confirm / finalise the invoice. You can edit a draft; correct a confirmed invoice carefully (or with a credit invoice). Sending Email 1. Open the invoice. 2. Send email / Send by email. 3. Check the address and PDF attachment. 4. Send. E-invoice 1. The invoice must be confirmed. 2. Click Send e-invoice. 3. Confirm sending (e.g. via Finbite, depending on setup). E-invoice setup is in company settings (E-invoices). If the button is missing or an error appears, check e-invoicing and the customer’s e-invoice details. Payments and receipts On the invoice / in actions: - view payments / receipts - add a manual receipt (if allowed) - or link a bank statement line to the invoice in the Bank module Offset (advance vs open invoice): menu Payments → Offset. Credit invoice If you need to cancel or credit an invoice partly or fully: 1. Open the sales invoice. 2. Create credit invoice. 3. Check lines and amount. 4. Confirm and send to the customer (email / e-invoice), as with a normal invoice. Statuses (typical) | Status | What it means | |--------|---------------| | Draft | Being prepared; not yet official. | | Confirmed | Invoice is final; can be sent as e-invoice. | | Partially paid | Part of the amount has been received. | | Paid | Fully paid. | | Overdue | Due date passed; debt still open. | | Cancelled / credited | Invalid or covered by credit. | Filter the page for unpaid and overdue to manage receivables. Aged receivables report: Sales reports. Recurring invoices If the company uses recurring invoices: - templates (e.g. monthly) generate new invoices automatically - open the recurring invoices register (if visible in the menu / via link) - set active / paused and the next run date Tips - Before sending, check VAT, due date, and the customer’s email / e-invoice address. - Advance and final invoice: use the correct invoice type if it is on the form. - PDF templates and reminders are configured in company settings. Related guides - Shipments - Sales orders - Customers and price lists - Sales reports - Sales — overview

Customers and price lists

Customers are the base register for sales: every quote, order, and invoice links to a customer. How to open: Sales → Customers (or the customers tab on the sales desk) Why use customers - keep company / person data, contacts, addresses - set price list and credit / limit - view order and invoice history - use the same customer across Flowbyte (sales, warehouse, field service) Creating a new customer 1. Open Customers. 2. New customer. 3. Fill in name, registry code, VAT number, address, email. 4. Add contacts (phone, email for quotes / invoices). 5. Save. Search for an existing customer before creating — duplicates confuse reports. What to do on the customer card - edit basic data and bank details - manage sites / delivery addresses - set a price list (or several) — quote and invoice lines take prices from there - view credit score / limit (if the module is on) - open related documents (quotes, orders, invoices) Price lists A price list defines at what price the customer buys articles. 1. Open the customer. 2. Find price list / price settings. 3. Link a price list or set special prices. 4. Save. On a new quote / invoice, select the right customer — lines should pull prices automatically (depending on setup). Base prices come from articles / price lists in warehouse or sales. Related guides - Quotes - Sales invoices - Sales articles - Sales — overview

Sales articles

Sales articles are the sellable products and services you pick on quote, order, and invoice lines. How to open: Sales → Articles (sales articles) Why use sales articles - a single list of what you sell - code (SKU), name, type, active / inactive - link to a warehouse product (if warehouse is in use) - prices together with price lists What you can do 1. Open Articles. 2. Search or filter. 3. Add article — name, code, unit, base price, VAT. 4. Mark service vs goods if the form asks. 5. Activate / hide old articles (do not delete lightly if history has lines). 6. Save. The full warehouse and purchasing catalogue may live under Warehouse / Products — sales articles are the sales-oriented view / subset. Using on documents On a quote, order, shipment, or invoice: 1. Add a line. 2. Search for the article by name or code. 3. Quantity and price (from price list or manually). 4. Save the document. Related guides - Customers and price lists - Quotes - Sales invoices

Sales reports

Sales reports help you see receivables, turnover, and assortment. They do not replace the day-to-day invoice list — they give a summary. How to open: Sales → Reports (or a specific report in the menu) Sales aged receivables (customer debts) Purpose: who owes, how much, how long overdue. 1. Open Sales aged receivables / customer receivables report. 2. Select period or “open debts”. 3. Review by customer or document. 4. Open an invoice directly, send a reminder / balance confirmation (if buttons are available). Use this together with the Sales invoices filter “overdue”. Sales report Purpose: sales in a period — by customer, article, line, VAT. 1. Open Sales report. 2. Select date range and filters. 3. Review tables / charts. 4. Export (CSV/Excel) if needed. Pareto (ABC) Purpose: which articles drive most of the turnover (A/B/C). 1. Open Pareto (ABC). 2. Select period. 3. Review ranking — focus on the A group in assortment and warehouse. Forecast vs actual Purpose: compare demand forecast with actual sales (if the module / data is available). Service level (OTIF) Purpose: how often you deliver on time and in full — based on orders / shipments. Tips - Reports depend on confirmed documents — drafts may not count toward turnover. - For debts, start from aged receivables, not the sales report. - Export before month-end if you prepare an extract for bookkeeping. Related guides - Sales invoices - Sales orders - Sales — overview