Buy it, stock it, sell it. One record the whole way.
When the system says 47 units, there are 47 units.
Quotations, orders and deliveries on the sales side. Purchase orders, goods receiving and supplier bills on the buying side. Inventory in the middle and the books underneath. Every document hands off to the next one, so nobody re-keys a number and the stock count stays true.
Sales in one place, purchasing in another, stock in a spreadsheet. Three versions of the truth.
Most trading businesses start the same way. Quotes go out from a template, purchase orders go out by WhatsApp, and stock lives in a spreadsheet someone updates when they remember. It works until the numbers drift: a sale is confirmed against stock that was already promised to another customer, or a delivery goes out short because the count was wrong.
The buying side leaks too. A staff member needs something, gets a verbal OK and places the order. The goods arrive and go straight onto the shelf without anyone checking them against what was ordered. The supplier bill turns up two weeks later and nobody can match it to the original request.
Each gap is small on its own. Together they are real money leaving the business without anyone seeing it go. The fix is not more checking. It is one record that runs from the supplier to the customer, with the books updating as the work happens.
From the supplier’s delivery to the customer’s invoice, one connected flow.
Stock comes in on the buying side and goes out on the selling side. Every step creates the next document, and every document lands in the books.
Purchase Order Raised
The formal commitment to a supplier: items, quantities, prices and terms on one record
Goods Received
Arrivals checked against the purchase order. Short deliveries leave the balance open.
Supplier Bill Matched
What was ordered, what arrived and what is being billed, checked before anyone pays
Stock Available
Received stock joins the live count, ready to quote and sell against
Quotation Sent
Priced from your product list with your customer’s terms. Accepted quotes convert to orders.
Order Reserves Stock
A confirmed sales order holds its stock, so the same units are never promised twice
Delivery Order Out
Goods leave against the order. Partial deliveries are tracked until the order is complete.
Invoiced and in the Books
Invoice raised from the delivery, receivable posted. e-Invois to LHDN MyInvois from Starter.
Partial deliveries, changes and returns
Real trade is rarely one clean pass. A supplier delivers half now and half next week: each receipt is recorded against the same purchase order and the balance stays open. A customer changes a confirmed order: a change order records it instead of a quiet edit. Goods go back to a supplier: a purchase return and debit note close the loop. Goods come back from a customer: a credit note adjusts what they owe.
Everything a trading business runs on, from the first quote to the last supplier bill.
Quotation to Invoice
Quotations, sales orders, delivery orders, invoices and credit notes, each created from the one before it. Your product list, customer records and payment terms are set once and applied every time. Sales reports show what sold, to whom, and what is still open.
Change Orders
Customers change their minds after an order is confirmed. A change order records what changed and when, so the order, the stock held against it and the eventual invoice all stay in step. No quiet edits, no arguments about what was agreed.
Purchase Orders and Supplier Records
The purchase order is the commitment to a supplier, and everything after it (receiving, billing, returns, debit notes) ties back to it. Each supplier has one profile with their orders, deliveries, bills and what you still owe them. You always know what was ordered, what has arrived and what is outstanding.
Goods Receiving
Stock enters your count when it is received against a purchase order, not when someone remembers to update a sheet. Check quantities and condition on arrival. Partial deliveries are recorded across several receipts on the same order, with the remainder kept open until it arrives.
Three-Way Matching
Before a supplier bill is paid, it is checked against two other records: what was ordered on the purchase order and what actually arrived on the goods receipt. Differences show up before payment, not after. This is the control that protects every ringgit going out.
Live Stock and Reservation
A live view of every SKU, with available stock shown apart from stock already held for confirmed orders. Your team knows what it can promise before it promises it. When an order is cancelled or amended, the held stock is released without a manual adjustment. Stock categories, adjustments and stock reports included.
Stock Adjustments and Reports
Counts drift, goods get damaged, samples go out. Adjust stock with a reason so the record stays true, and see stock on hand and movement in reports without exporting anything.
The Books Underneath
Invoices post as receivables and supplier bills post as payables, in a double-entry set of books with your bank and cash accounts. No export, no re-keying, no month-end bridge between the trading system and the accounts. From Starter, invoices go to LHDN MyInvois as e-Invois from the same screen.
When You Need More Depth
Purchase requisitions with supplier quote comparison, serial and expiry tracking, custom stock attributes, classes and groups, bills of materials for kits and assembled items, customer pricebooks, multi-currency and payroll all come together in Business Pro. Same system, same data: move up without migrating anything.
For trading and distribution businesses where stock is the business.
You need to trust the numbers without checking them yourself
You want to know what is in stock before you commit to a customer, what you owe suppliers, and what customers owe you, without asking three people and waiting for a spreadsheet. Trade & Stock gives you one picture of the business that your team keeps current through their daily work, not through a separate counting exercise.
You move the paperwork that moves the goods
Quotes out, orders confirmed, deliveries scheduled. Purchase orders out, deliveries chased, bills checked. Each document is created from the one before it, so you are not retyping customer details, prices or quantities, and you can see the status of any order without asking the warehouse.
You are responsible for what comes in and what goes out
Receiving against the purchase order, catching short deliveries, keeping the count accurate. Trade & Stock keeps the count as a natural result of receiving and delivering, not as a monthly exercise. When the physical count says otherwise, a stock adjustment puts it right on record.
Start free. Grow into the full chain.
Trade & Stock bundles sales ordering, change orders, purchasing, inventory and bookkeeping in one plan, priced below what the same functions cost bought one by one. The Free tier covers the whole buy-and-sell chain except Tax & e-Invois. From Starter up, every tier includes every function, e-Invois too: higher tiers carry more users and more volume.
- 3 users
- 50 stock SKUs
- 10 sales orders a month
- 10 purchase orders a month
- 50 customers, 10 suppliers
- Tax & e-Invois not included
- 5 users
- 100 stock SKUs
- 50 sales orders a month
- 50 purchase orders a month
- 500 customers, 200 suppliers
- Tax & e-Invois included
- 20 users
- 500 stock SKUs
- 200 sales orders a month
- 200 purchase orders a month
- 1,000 customers, 1,000 suppliers
- Tax & e-Invois included
- 100 users
- 5,000 stock SKUs
- 2,000 sales orders a month
- 2,000 purchase orders a month
- 10,000 customers, 10,000 suppliers
- Tax & e-Invois included
Monthly limits count each document type on its own: quotations, sales orders, delivery orders and invoices each have their own allowance, as do purchase orders, goods receipts and supplier bills. Free is free with no end date. Upgrade any time and your data stays. Billed monthly. Extra storage from RM 30/month for 100 GB. Setup is quoted by your Setup Partner. Fixed scope, one-time. Need requisitions, bills of materials or payroll? See Business Pro.
See the buy-and-sell chain running in a real environment.
The Cloudby demo includes a pre-configured environment with active SKUs, stock movements in progress and purchase orders in receiving. Explore it at your own pace: no signup required.