Software package

Quote and invoice package

A quotation and invoicing system with a quote builder from your price list, optional items and expiry, online acceptance with a signature, conversion to deposit and balance invoices, recurring invoices, payment links and bank transfer matching, credit notes, a reminder schedule, branded PDFs and a client portal, ready to configure around your business.

Custom build Concept demo

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Who it is for

Built for

A good fit

Small businesses, trades and consultancies that quote before they work and invoice in one or two steps: a decorator, an electrician, a small design studio, a management consultant on monthly retainers, a workshop that builds to order. It suits the owner who writes quotes in the evening and wants acceptance in writing, the finance person or bookkeeper who raises invoices, matches payments and runs reminders, and the client who wants to see what they accepted, what they owe and what they have paid in one place.

Not the right fit

It is not for businesses that need stock, job scheduling or a full ledger; it sends documents to an accounting platform rather than replacing one. Contractors who need variations signed on site, retention held across stages or invoices triggered by a separate job system should look at the custom service first. Businesses whose main need is recording spending rather than billing should look at the income and expense tracker.

The operational problem it solves

How it runs, step by step

An electrician finishes a site visit on Monday afternoon and builds the quote in the van from his price list: a consumer unit replacement, the certificate, and two optional lines for extra sockets and an outside light.

The quote carries a two-week expiry and the deposit-and-balance schedule he uses for every job.
He sends it; the customer opens it on her phone that evening, ticks the outside light, signs on screen and the system records the version, the options and the time.
The deposit invoice is created from the accepted quote with the next number in the sequence and a payment link, and she pays it by card before bed.

The job is done on Thursday.

He marks it complete and the balance invoice goes out with the same reference.
She pays by bank transfer on Saturday with the reference as asked; the statement file his bookkeeper imports on Monday matches it to the invoice automatically, and the dashboard shows the job as fully paid.
Another customer from last month has not paid: the reminder schedule sent a gentle note at seven days and a firmer one at fourteen without anyone remembering to, and will stop the moment a payment matches.
A supplier overcharged on a third job, so the bookkeeper raises a credit note against the sent invoice rather than editing it.
At month end the invoices, credit notes and payments go to the accounting platform in one export, and the customers can see every document and its status in the portal whenever they like.

Features

What the package does

The package is organised as modules that follow a sale from quote to settled invoice: the price list and quote builder, acceptance, invoices and payment schedules, payments and reconciliation, reminders and credit notes, templates and the client portal. Each module below lists what it does; the comparison table shows which package variant includes it.

Billing and payments

Price list and quote builderBuild quotes from your price list with line items, optional items, versions and an expiry date.
Deposit and balance invoicesAn accepted quote converts to deposit and balance invoices from one numbering sequence.
Part paymentsRecord part payments against an invoice, so the remaining balance is always clear.
Recurring invoicesRetainers and contracts are invoiced automatically each period.
Credit notesCorrect a sent invoice with a credit note rather than editing the original.

Documents and cases

Online acceptance with signatureClients accept online with a signature, choosing their options, and the version they accepted is recorded.
Branded PDF templatesQuotes, invoices, credit notes and statements go out on your own branded templates.

Accounts and permissions

Bank transfer matchingStatement files are matched to invoices by reference, amount and date.

Messaging and notifications

Overdue remindersA reminder schedule chases late invoices and stops as soon as payment is recorded.

Portal and access

Client portal of documents and payment statusClients see their documents and payment status in one place.

Integrations

Card payment linksInvoices carry a payment link so clients can pay by card through a payment provider.
Accounting platform exportDocuments and payments are exported or sent directly to your accounting platform.

Roles and permissions

Who does what

Owner
- Maintain the price list, templates and the numbering sequence
- Build and send quotes with optional items and expiry
- Set payment schedules, reminder cadence and tax treatment per line
- See quoted, accepted, invoiced and outstanding totals on the dashboard
Finance
- Convert accepted quotes to invoices and raise recurring invoices
- Record part payments and match bank transfers from statement files
- Raise credit notes against sent invoices
- Send the monthly export to the accounting platform
Client
- Open a quote, choose options and accept with a signature
- Pay an invoice by card through the payment link
- See every quote, invoice, credit note and payment in the portal
- Download PDFs and see which invoices are outstanding

Example screen

Concept demo

Concept demo of the client acceptance screen showing quote lines, optional items, expiry, payment schedule and a signature box.

The quote as the client sees it on a phone: the fixed lines, two optional items with tick boxes that update the total, the expiry date, the deposit-and-balance schedule and the signature box for acceptance.

Scope and options

What is included and what is extra

In the base package

Price list and quote builder with line items, optional items, versions and expiry
Online acceptance with signature, options chosen and version record
Conversion to deposit and balance invoices from a single numbering sequence
Part payments recorded against invoices
Recurring invoices for retainers and contracts
Bank transfer matching from statement files by reference, amount and date
Credit notes against sent invoices
Overdue reminder schedule that stops on payment
Branded PDF templates for quotes, invoices, credit notes and statements
Client portal of documents and payment status

Common add-ons

Card payment links through a payment provider
Export or direct send of documents and payments to an accounting platform
Bank feed connection for transfer matching where access is held

Needs custom work

Site variations signed as linked supplementary quotes
Retention and multi-stage schedules tied to a job system
Price lists fed from supplier files

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

The package runs on your own hosting or on hosting we manage for you; the choice is made in the proposal and can change later. In both cases you own the code and your data. Clients, quotes, invoices, credit notes, payments and acceptance records can be exported at any time in standard formats, PDFs are stored where you can retrieve them in bulk, and nothing in the package stops you moving it to another provider. Sent invoices are never altered; corrections go through credit notes so the record stays whole.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates to the platform and its dependencies, monitoring of reminders, payment callbacks and the accounting export, backups, and a monthly window for small configuration changes such as a new template, a changed reminder cadence or an updated price list layout. Larger changes are quoted as change requests against the original scope.

Pricing model

Priced per proposal.

The package is sold as a one-off setup and customisation, with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the complexity of your quotes and schedules, the add-ons selected, the payment provider and accounting platform to connect, how many open documents are migrated and whether you host it yourself. Your proposal states each line separately.

Also used in

Software package

Custom build Concept demo

Variants

Business Software : quote for this variant

Price list and quote builder with line items, optional items, versions and expiry
Online acceptance with signature, options chosen and version record
Conversion to deposit and balance invoices from a single numbering sequence
Part payments recorded against invoices

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Can a client pick optional items when accepting?

Yes. Optional lines are shown with tick boxes, the total updates as they choose, and the accepted version records exactly which options were taken so the invoice follows what was agreed.

What happens when a quote expires?

It closes to acceptance on the expiry date and shows as expired in the portal and the dashboard. The owner can issue a new version with a fresh expiry; the old version stays on record.

Does it calculate my tax or file returns?

No. It applies the tax treatment you set on each line and shows it on the document. Deciding the treatment, calculating returns and any submission remain with your accountant and accounting platform; the figures are your responsibility and theirs.

How do bank transfers get matched?

Finance imports the statement file; each line is matched to an invoice by the reference the client was asked to quote, then by amount and date. Anything unclear waits for a person to confirm, and the invoice is only marked paid once matched.

Can I change an invoice after sending it?

No. A sent invoice is frozen so the record matches what the client received. Corrections are made with a credit note and, where needed, a new invoice, and both appear in the portal.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our orders, documents and forms modules for each business, and the example on this page is a labelled concept demo rather than a live system.

We agree extras on site and hold back retention. Is that included?

The package runs on a fixed price list with a deposit-and-balance or recurring schedule. Variations signed on site as linked quotes, retention held across stages and invoices triggered from a job system are custom work handled through the custom invoicing service.

Get a quote for Quote and invoice package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.