Proforma invoices, and an order that can change its mind
Everything an invoice is, except owed, plus ordering what you have promised and do not have, and calling off the four of ten a customer no longer wants.
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Proforma invoices
A proforma is everything an invoice is except owed. It goes out so the customer’s own systems have something to work from (to raise a purchase order against, to open a letter of credit, to put in front of customs), and the invoice follows when the work does.
It is a module in the full sense: its own list, numbering series, permissions, custom fields and audit trail. Raise one from a quotation, turn it into an invoice when the time comes.
Three deliberate decisions
Nothing is owed on it
A proforma that added to a customer’s balance would double-count the moment its invoice is raised.
It does not close the quotation
And consumes none of its room. Raise three if three departments each need one.
It reads "invoiced", not "converted"
It was never a stage of anything. It was replaced by an invoice, not turned into one.
Order what you have promised and do not have
A sales order can now be turned into a purchase order. You have committed to deliver what is not in stock, and the order already says what to buy. Retyping it is how a quantity comes out wrong.
The goods carry over and nothing else does. Not the customer. Not the tax context: on a purchase the vendor is the supplier and the place of supply is yours. And not the price: an item’s purchase rate is what it costs, not what it sells for. A line whose item has no purchase rate falls back to the selling price and says so, because a purchase order priced at retail is one somebody signs by mistake.
The sales order is not changed by it. Promising to deliver and arranging to buy are two commitments, to two different people, that happen to name the same goods.
Calling off part of an order
A customer orders ten and takes six. The four are not a delete: the order said ten, somebody agreed to ten, and an order that quietly becomes six has lost the fact that four were dropped and when.
More → Cancel items records what is called off, with a reason, and leaves the order saying what was agreed. The rest goes on being invoiced. What has already been invoiced cannot be called off: that money is billed, and unbilling it is a credit note. Reopen cancelled items puts them back.
Void and cancel are not the same word
| Cancel | Void | |
|---|---|---|
| What it says | It happened, and then it was called off. | ✓It should never have counted at all: raised in error, a duplicate, a test. |
| When it can be used | Any time the order is live. | ✓Only from draft or confirmed. Once something is delivered or invoiced, the order was plainly real. |
| The number | Kept on record. | ✓Kept on record. |
Does this affect anything existing?
Nothing existing changes. Proforma invoices are a new list; no document moves into it.
Two gaps in the delete guard were closed while doing this: a quotation invoiced directly, or with a proforma raised from it, could be deleted out from under either. It cannot now, and the rules that were shipped after a business signed up now reach it, which they never did before.
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Tell Hanu a quotation, invoice, order, bill or note with its items, and he drafts it with your own rates and GST
Hanu now drafts eleven kinds of document: quotations, sales orders, proforma invoices, invoices, bills of supply,…
Ask Hanu any number: he counts it from your records, compares it, opens what is behind it, and puts it on your dashboard
Hanu now answers questions about numbers from your records, the way the dashboards gather them: any…
A module you built yourself could be given to nobody
Build yourself a module, open Roles, tick it for your sales team, press Save, and the…
Every setting now has a page explaining it
Seven settings screens had no documentation at all, including the ones that take money and the…
Start with what you need. Grow into the rest.
Per user, per month. Every plan carries the whole product’s foundations (custom fields, roles, reports, documents and notifications) and differs only in how many modules are switched on. Change plan whenever you like; nothing is re-entered and nothing is lost.
CRM + Sales Documents
Leads, customers and deals, with quotations and GST invoices
Pay annually
+ 18% GST: ₹175.82 / user / month incl. GST
Pay monthly
+ 18% GST: ₹234.82 / user / month incl. GST
- Leads, customers, companies and deals
- Quotations, sales orders and GST invoices
- Your own mailbox, with replies filed against the record
- Reports, dashboards and exports
- Documents, folders and sharing
- Exhibitions: visiting card scanning, and what each fair earned
- Integrations: IndiaMART, Just Dial, Tally, Google Drive and Dropbox
7 modules switched on
- CRM
- Sales documents
- Settings
- Reports & analytics
- Documents
- Notifications
- Exhibitions
1 GB storage per workspace (organisation)
CRM + Sales Documents + Subscriptions + Warranty
For a business that bills on a cycle and stands behind what it sells
Pay annually
+ 18% GST: ₹352.82 / user / month incl. GST
Pay monthly
+ 18% GST: ₹470.82 / user / month incl. GST
- Everything in CRM + Sales Documents
- Recurring billing, plans, add-ons and coupons
- Warranty registration and claims
- Items and stock, which warranty is held against
- Recurring revenue reporting
- Integrations: IndiaMART, Just Dial, Shopify, Tally, Google Drive and Dropbox
10 modules switched on
- CRM
- Sales documents
- Subscriptions
- Warranty
- Inventory
- Settings
- Reports & analytics
- Documents
- Notifications
- Exhibitions
1 GB storage per workspace (organisation)
Full Suite
Every module, switched on
Pay annually
+ 18% GST: ₹588.82 / user / month incl. GST
Pay monthly
+ 18% GST: ₹706.82 / user / month incl. GST
- Every module in the product
- Procurement, Inventory, Manufacturing and Quality
- Books, GST returns, TDS and payroll
- Projects, timesheets and billing
- Integrations: IndiaMART, Just Dial, Shopify, Tally, Google Drive and Dropbox
21 modules switched on
- CRM
- Subscriptions
- Sales documents
- Vendors
- Procurement
- Inventory
- Manufacturing
- Quality
- Books
- Accountant
- Projects
- Warranty
- Documents
- Notifications
- Reports & analytics
- Settings
- Point of sale
- Exhibitions
- Channel Partners
- Cross-sell
- Targets & Commission
5 GB storage per workspace (organisation)
Only want this one module?
Individual modules are sold on their own alongside the plans. See every module’s price.
What about storage?
A single module includes 1 GB of storage per workspace (organisation) and Full Suite includes 5 GB per workspace (organisation): documents, attachments, file versions and photographs, counted together for everyone in it, not per user. Add more at any time in tiers, or move to Full Suite and take the larger allowance with it. Nothing is deleted if you run close; uploads are refused with a reason, and what you already have stays exactly where it is.
Annual or monthly?
Both. Annual works out cheaper per month and is charged once at the start; monthly costs a little more and can be stopped at the end of any cycle. The card shows the per-user-per-month figure on both, so the two are comparable at a glance rather than by arithmetic.
See it with your own data
Start free, import a spreadsheet of your customers, and raise a real GST invoice in the first ten minutes. No card, no sales call.