From quote to payment, with no re-keying. And no due date forgotten.
The accepted quote becomes an invoice in one step. The number is assigned on issue, with no gaps or duplicates, and the document is locked. Then the company's server tracks the due dates: it prepares the reminders and, every morning, reports what is still to be collected.
- Quotes in a word processor, invoices in another file.
- A number typed by hand, and an invoice edited after it was sent.
- The accepted quote is copied line by line into the invoice.
- Due dates are tracked from memory, and reminders go out when someone thinks of it.
- Quotes, orders, invoices and credit notes in the same application.
- A number assigned by the server on issue, and a document that can no longer be changed.
- The accepted quote converts into an invoice, lines included.
- Upcoming due dates switch to “reminder due”, and the reminder goes out in one click.
From quote to reminder, in five steps
The rules that protect an invoice are enforced by the company's server, however the invoice is created: screen, AI assistant or automation.
- 01
The quote
The quote is prepared as a draft, with its lines, discounts and VAT rates. Totals are recalculated by the server, not by the browser.
A document template copied from one client to the next.A draft whose totals are always right. - 02
Issue
On issue, the document receives its number, with no gaps or duplicates. It is locked, its PDF is generated and attached as is, and it goes out by e-mail.
A number typed by hand, a PDF that can be redone.A unique number and a frozen document. - 03
Conversion
An accepted quote becomes an order or an invoice, lines included. A deposit is deducted from the final invoice.
The quote copied into the invoice, line by line.The invoice comes out of the quote, with no re-keying. - 04
Due dates
The company's server tracks due dates, even with the application closed. Three days before, the invoice switches to “reminder due” and the team is notified.
Due dates in a diary, or in someone's head.Every upcoming due date is flagged. - 05
The reminder
The reminder goes out in one click, with the company's template filled in for the invoice. A mistake is corrected with a linked credit note, never by editing the invoice.
A reminder e-mail rewritten every time.A ready reminder, sent in one click.
An invoice's rules, enforced by the server
- A number with no gaps or duplicates. It is assigned on issue by the server, per document type and per year.
- An issued document can no longer be changed. Only its status moves forward; it cannot be deleted.
- Corrections go through a credit note. Full or partial, the credit note is linked to the invoice it corrects.
- Client and issuer details are frozen. The document keeps the details as they were on the day of issue, and its PDF no longer changes.
- Legal notices follow the profile. Late payment penalties, fixed recovery fee, VAT exemption, reverse charge: added according to the trade and the country.
- Everything is logged. The table's log is switched on by default, and cannot be erased.
F-2026-0042 · Issued
| Fitting and set-up | €640.00 excl. VAT |
|---|---|
| Supplies | €1,210.00 excl. VAT |
| Travel | €45.00 excl. VAT |
| VAT 20% | €379.00 |
| Total incl. VAT | €2,274.00 |
| Due date | 30 days |
Locked. To correct a line, you issue a credit note linked to this invoice.
Fictitious data. The number follows the profile's pattern: prefix, year, counter.
Tracking goes on, with the application closed
The company's server runs the application's Logic even when nobody has opened it: it reacts to due dates, to files dropped in and to the time of day.
- An invoice dropped into a folder becomes a record, with the file attached.
- Every run is recorded in the log.
- The team is alerted by a notification.
Three days before, the invoice switches to “reminder due”.
Every morning, what is left to process or to chase.
The company's template, filled in for the invoice, sent in one click.
How to offer it to your clients
Who for
- Tradespeople and construction firms that issue quotes, deposits and progress invoices.
- Shops and service companies that invoice every month.
- SMEs whose invoicing still lives in a word processor.
What you sell
- Setting up the invoicing profile: documents, numbers, statuses, legal notices.
- Importing clients and the catalogue.
- Document and reminder templates in the client's branding.
- Ongoing follow-up, from ProAdmin.
Lines that work
“Your invoices numbered with no gaps, and impossible to tamper with.”
“The accepted quote becomes the invoice, with no re-keying.”
“No more forgotten due dates.”
What clients ask
Can a sent invoice still be changed?
No, and that is deliberate. An issued invoice is locked by the server, however it is accessed. It is corrected with a linked credit note, full or partial.
What about construction?
The Construction profile adds what the trade requires: deposits, progress billing, retention, reverse charge and ten-year liability insurance notices. The other profiles are adjusted in the same way.
Do reminders go out on their own?
In the demo, the server prepares the reminder and the team sends it in one click, after confirmation. The application's Logic can also send it by itself, if the company chooses.
Does the computer need to stay on?
Tracking runs on the company's server, where ODESA is installed: a PC that stays on, or a server. The applications themselves open anywhere.
What runs this case
Are your clients still invoicing from a word processor?
Offer them this case. ProSuite provides the platform and keeps it evolving; you keep the relationship and the advice.