Track Sales, Quotes & Invoices in One Place
A unified quote-to-cash system lets you track sales, quotes and invoices as a single record in different states — no spreadsheets, no copy-paste between Word and accounting. You see how many quotes are out, which were accepted, which invoices are paid and which are overdue, live. We build it as a module on your existing accounting tool or as part of a full ERP system. From €4,200, 6-10 weeks.
The symptoms that brought you here
- ✓Quotes vanish after sending — nobody knows if the client opened the PDF, when to follow up, and the next meeting opens a Word file from "Quotes_2026_final_v3".
- ✓Invoice issued, payment floating — bank statement in finance, invoice in accounting, client in a spreadsheet, and nothing auto-matches payment to invoice.
- ✓Zero pipeline visibility — the owner asks "what can we close this month" and gets "let me ask Ivan". Forecast is a guess.
- ✓Quote and invoice disagree — client accepted €4,800, the invoice came out €5,150 because someone changed a unit price. Dispute, late payment, sometimes a lost account.
- ✓Overdue receivables nobody chases — a 45-day invoice surfaces at quarter-end. No reminders, no ageing report, only lost cash.
- ✓Duplicate entry everywhere — client info keyed three times: quote, invoice, accounting. One VAT typo and the invoice is invalid for the receiver.
The fix is a unified quote-to-cash layer — your own business software where quote, order, invoice and payment are the same record in different states.
Who it is for
Distributors and B2B suppliers where 3-7 reps send quotes daily. Word templates cost 10-15 hours per rep per week. A unified system cuts that under 2 hours and lifts conversion 15-25%.
Agencies, contractors, IT and engineering firms with project quotes and progress invoices. Pipeline runs 30-180 days and without a clear CRM system half the deals are forgotten.
Workshops, metal fabricators, custom production. The system locks cost and margin at quote time, generates a work order on acceptance, invoices on delivery. Quote-to-invoice mismatch becomes impossible.
How we build it
No per-seat SaaS. We build a module on your data that integrates with your accounting tool, bank feeds and inbound channels.
1. Process audit
We map how a quote flows today — from web form or email to invoice and payment. We find every place data is copied, every shadow Excel, the business rules (volume discounts, tiers, VAT regimes). Output: a process map and an automation backlog by impact.
2. Branded quote and invoice templates
A PDF template in your brand. Single source of truth: clients, items, prices and VAT come from one database. Quotes ship with a unique link the client opens and accepts in one click; an order is generated automatically.
3. Pipeline and status tracking
Every quote carries a status: draft, sent, opened, in negotiation, accepted, declined, expired. The system flags when the client opens the PDF, nudges the rep after X days and auto-closes expired quotes. The owner sees a live pipeline with weighted forecast and conversion by rep.
4. Invoicing and automatic payment matching
Accepted quotes become invoices in one click. A bank-feed integration (Open Banking, MT940/CAMT) matches payments to invoices by amount and reference. Overdue invoices are flagged from day 0; dunning emails go out on schedule (7, 14, 30 days).
5. Accounting integration and reporting
Issued invoices flow to your accounting tool by API or nightly export. Nobody keys data twice. On top: revenue by period, product margins, conversion by rep, top 20 customers, average DSO.
Why Saitami
EUR-fixed, no per-seat subscription. To scope correctly see how to stop the Excel chaos and off-the-shelf vs custom CRM.
Frequently asked questions
Why do I need this if I have an accounting tool?
Accounting tools are optimized for final invoicing and tax filing, not for the sales process before it. They do not track quotes, do not show a pipeline, do not flag PDF opens and do not auto-match payments. Our module lives in front of accounting and feeds it clean data.
How long does implementation take?
6-10 weeks for standard scope. Multi-entity, multi-currency or milestone invoicing adds 2-4 weeks. First practical wins land by week two.
What is in the €4,200 starting price?
Quote and invoice module with branded PDF, pipeline with up to 6 statuses, up to 5 users, one accounting integration, bank-statement import and core reports (revenue, conversion, DSO). No per-seat subscription. Extra modules — inventory, projects, contracts — start at €1,500-€3,000.
Can the client accept the quote online?
Yes. Each quote gets a unique link — the client opens a branded page, reviews line items and clicks Accept. The system records date, IP and optional e-signature, auto-creates an order and notifies the rep. This single step lifts conversion 15-25%.
Ready to see the full pipeline live?
Send one current quote example and a short description of your process. Within 72 hours we ship a prototype on your templates and a fixed quote with scope and timeline.
Request a quote-to-cash audit →Related services: end the Excel chaos · custom CRM · ERP development