Quote/Invoicing - Job Workflow
BETTER WORKFLOW FOR QUOTES/DELIVERIES/INVOICING:
If we could get the actual flow for how the paperwork per Job can be produced!
1.I always start with a QUOTATION: this doesn't always need to be sent to a customer at all as it could be raised by way of a telephone conversation, etc,et. This is logged as a Job manually in a Workbook.
2.If the customer agrees and some do use PO numbers then when we go to accept/confirm, this is when we need the ability to enter Their PO number or some other confirmation that can be proved, this may take the form of an email or even the customers name!
On other systems it is possible to send " order confirmation " for them to check and alter if anything needs adding etc,etc.
3. After approval, then we need to fulfil and deliver the Job, this is logically when a Delivery Note will be required...definately waste of time when raising an Invoice as this is the last stage..
The delivery note can accompany the Job in transit etc.
4. Finally when job is Delivered, we raise an Invoice..
At all stages, copies of any emails must remain on the system or in the respective email software, Outlook etc...
This would give a normal workflow to Job flow in my opinion and make Xero more user friendly
Robert Kearney
shared this idea
Hi team, appreciate the stepped out process of what you're needing here and the gaps that currently exist that you'd like us to fulfil to improve processing jobs for your business with Xero.
Atm, there is no sales order type document that can be the bridge between a Quote and Invoice in Xero. An option would be to add the Customers purchase order number to the reference of the Quote or as an additional note however appreciate this does won't suffice for everyone's workflows.
Being open here we don't have any plans for this in the short term, however will continue to keep a pulse on the support here and share if there are any updates.
-
Michael Askew
commented
There is clearly some misunderstandinmg here. It is not we, the suppler accepting quotations, it is our customer. When our customer accepts a quotation after clicking the link in the email nortification that they have received, there is nowhere for them to enter their purchase order number. Without a purchase order number, the acceptance of the quotation has no value - it means nothing because there is no P.O. to raise an invoice against. The customer thinks they havre accepted the quotation because they clicked the Accept link, but they haven't as far as the supplier is concerned because there is no P.O. number. They have gained the wrong impression that the supplier will proceed with delivering the goods and services in the quotation. The supplier will not and cannot proceed with delivering anything because there is no P.O. number. It is astonishing that Xero has no concept of a purchase order number when it comes to accepting a quotation. delivered by Xero to a customer of a company that uses Xer as its accounting system.
-
Michael Askew
commented
When a customer accepts a quote that has been sent from Xero by email with a link in the email body, if they click on the link and accept the quotation, there is no mechanism for them to register their purchase order number. Like the vast majority of organisations we do not accept orders without a purchase order number. It seems very remiss that Xero does not allow the customer to enter their P.O. number.
-
Michael Askew
commented
Customers should be able to enter a purchase order number when they accept a qoute emailed to them