From the first quote to
the final delivery.
Managed in one place, connected to everything.
The Sales module manages your complete sales cycle — quotations, orders, stock allocation, invoicing and delivery — with every step connected to your inventory, finance and procurement in real time.
Built for businesses that need more than a basic invoicing tool.
The Sales module covers the full sales cycle from first customer contact through to delivery and payment. Quotations convert to orders in one action. Confirmed orders move into a structured processing workspace where your team manages stock allocation, invoicing and delivery independently — each at its own pace, without losing track of the overall order position.
Customer management, pricing strategy, credit control and margin analysis are built into the same module. Every sale is connected to inventory for stock accuracy, to finance for immediate receivable posting, and to procurement when stock needs to be sourced to fulfil an order.
The Customer module capabilities — profiles, price books, credit limits and contact management — are fully integrated here. They do not require a separate module page because they operate as a natural part of the sales workflow.
Six functional areas covering the complete sales operation.
Quotation and Order Management
Quotations are created in one of three modes selected at document level. Standard quotation is the default for formal pricing submissions. Estimate mode produces the same document with lighter commitment language for early-stage pricing conversations. Pro-forma invoice mode serves as a source document for advance deposit collection — it carries no tax liability, making it the correct instrument for securing payment before an order is fulfilled without issuing a taxable invoice prematurely.
Any quotation converts to a confirmed sales order in a single action. Change orders handle all post-confirmation amendments — they accept negative quantities, covering both additions and reductions to the original scope. Confirmed sales orders are never silently edited. Every amendment leaves a document trail.
Order Processing Workspace
After a sales order is confirmed, a processing workspace becomes available with three operational tabs.
Allocation: Every deliverable SKU in the order — including individual SKUs within bundled products — with columns for ordered quantity, prepared quantity, and four actionable inputs: reserve from inventory, release back to inventory, raise as purchase requisition, or raise as manufacture order. Header dropdowns pre-fill quantities intelligently across all rows.
Invoicing: Two modes — item mode invoices by quantity per line supporting partial and progressive billing, lump sum mode accepts an arbitrary amount for milestone-based invoicing. Both support credit note generation using the same interface.
Delivery: Raises a delivery order document by quantity. The sales order remains open until the delivery order is marked complete.
Margin and Costing
Every quotation has access to a live cost baseline for each line item. The system sources cost from a priority lookup chain, working from the most current available data down to a configured fallback. At Growth tier and above, the lookup checks purchase price history and live inventory valuation before falling back to the sales product cost. At Starter tier, the sales product cost is used directly.
A salesperson preparing a quote always has a cost reference for every item — and can see the margin impact of any price adjustment before the quotation is sent. The cost baseline is for internal visibility only and does not appear on customer-facing documents.
Customer Management
Customer records hold the full operational profile for each account — contact persons, billing and delivery addresses, payment terms, currency, credit limit and category. Each customer can have multiple contact persons with independent login access to the customer portal.
Credit control is enforced at the document level. When a customer’s outstanding balance approaches their credit limit, a warning appears on the document header. When the limit is breached, invoice creation is blocked until the customer’s credit position is reviewed and updated. Credit relief is available through profile management only — ensuring credit decisions are made consciously, not bypassed accidentally.
Product and Pricing Configuration
Sales products and inventory SKUs operate as separate layers. Every sales product has a delivery mode: Service mode for intangible deliverables, Fee mode for charges with no physical component, and Inventory mode connecting the product to the stock system.
Inventory mode products have four stock type options: No stock tracking (revenue only), Single item (one-to-one SKU relationship with optional UOM and quantity multiplier), Multiple item (bundled package — customer sees one product line, warehouse sees individual components), and Loose item (at quotation time a dropdown prompts selection of any SKU flagged for loose sale, removing the need for a permanent product record for one-off or variable sales).
Price books allow tiered pricing structures — different price levels per customer, per category, or per volume threshold — managed centrally and applied automatically at the point of quotation.
Reporting and Intelligence
Sales reporting runs from live transactional data. Order status, delivery position, outstanding invoices and collection performance are visible at any point. The reporting engine supports multi-dimensional filtering, grouping and export by customer, product, salesperson, period or any custom field.
How a confirmed sale connects to your operation.
Finance
Invoices confirmed from the invoicing tab post to accounts receivable immediately. Credit notes update the customer’s balance in the same operation.
Inventory
Stock reserved in the allocation tab is immediately unavailable to other orders. Real-time inventory cost feeds into the margin analysis layer at Growth tier and above.
Purchase
Purchase requisitions raised from the allocation tab create procurement requests in the Purchase module immediately — connecting back-order fulfilment to the originating sales order.
Customer Module
Customer profiles, price books, credit limits and contact persons are applied automatically across all sales documents without any additional configuration per transaction.
Built for every role in your sales operation.
The Business Owner
Every sale is profitable, every invoice goes out on time, and every customer’s credit position is under control. Margin visibility in quotation, credit block on overdue accounts, and live receivables in Finance give you the oversight you need without being in every transaction.
The Sales Team
Prepare accurate quotes quickly, convert them to orders without re-entering data, and know where every order stands at any point. The quotation workflow, live cost baseline and one-click conversion keep your process moving without administrative overhead.
The Operations and Fulfilment Team
Know what needs to be picked, what needs to be sourced, and what has been delivered. The processing workspace gives you SKU-level control over allocation, invoicing and delivery — each managed independently, each connected to the same order record.
See the Sales module in action.
The Cloudby demo includes a pre-configured sales environment with active quotations, confirmed orders and a live processing workspace. Explore at your own pace.