Quotes numbered by the system and printed to PDF with your company letterhead. Accepted ones become orders in one click, and the invoices issued from your accounting software are recorded on the order: you always know what is left to invoice and what is left to collect.
Book 30 minutesAs long as quotes are written by duplicating the previous customer's file, everything seems to work. The bill comes later: hand-assigned numbers that repeat, documents edited after they were sent, and nowhere to look up which deals are still open.
Two people prepare a quote the same afternoon and both use the same number.
The file gets touched up after it was sent and no longer matches what the customer is holding.
Accepted, rejected, expired: the answer lives in the head of whoever handled the deal.
An item's price changes and drags the documents you already issued along with it.
Pick company and contact from your records, then add lines from the product list or write them by hand.
The PDF comes out with your company letterhead. You attach it to your own email and mark it as sent.
Accepted, rejected or cancelled. If the validity date passes, the system marks it expired on its own.
Customer, lines and terms move into the new order. From there the two documents live separate lives.
Prefix and yearly counter reset are configured once. The system assigns the number, sequential and without duplicates even when several people are working at the same moment.
Lines come from your product records or are typed by hand; there are also description-only lines with no amount, useful as section headings. Quantity, unit, discount and VAT are set line by line.
Net, discounts, VAT and document total are not written by the browser: the database recomputes them every time a line changes. The header discount is spread proportionally across the VAT rates in use.
Company name, VAT number, address, IBAN and logo are entered once and apply to the documents of every module. The PDF is generated in the browser, in Italian or English depending on the customer.
Customer asks for a change after you sent it? A revision is born: a new document linked to the previous one, with its own number. Duplicate instead creates an independent copy, to start from a similar quote.
Creation, status changes and who made them stay recorded on the document. Automatic transitions, such as expiry, show up as performed by the system.
In draft the document can be changed in every part. From sent onwards it stays the snapshot of what the customer received.
With their own account the customer finds the quotes sent to their company, the confirmed orders and the issued invoices, and prints them. Never drafts or internal notes. You decide which customers get in: all of them or only those you enable.
On a quote that is still valid they find “I accept” and “I reject”, with a note. The reply shows up right away on the quote and in the company CRM history; a mistake is fixed with “Undo response”, without changing the number.
If you turn it on, accepting the quote creates the order, as a draft to confirm or already confirmed. Those who sell services or simple items skip a step that would just repeat the quote.
When a quote moves to sent, everything printed on the PDF stops being editable: number, customer, subject, lines, terms, discounts. Only the validity date stays open — extending it is ordinary commercial practice and does not touch the amounts — along with the internal notes.
This is not an interface lock you can get around by opening the app on another device: the rule lives in the database, so it holds for the web app, the mobile app and any other route in.
Every line keeps the description and the price from the moment it was added. If the price list changes a month later, the documents already issued do not move an inch.
It is also why the PDF needs no archiving: the document can always be reproduced exactly as it went out.
The sales order picks the job up after the customer says yes: confirmation, preparation, shipping, fulfilment. It can be born from an accepted quote or start from scratch.
You can also step back — from shipped to preparing, from confirmed to draft — because a wrong status gets corrected, not cancelled along with the order. And whoever ships without a preparation stage skips that step entirely.
A sent or accepted quote shows a «Create order» button: customer, lines and terms land in a new draft order. One quote can generate several orders, for separate deliveries for instance.
Editing the order does not touch the quote, which stays the snapshot of what the customer accepted. The quote keeps the list of orders that came out of it.
Commercial content — lines, prices, discounts — can be edited while the order is draft or confirmed. Logistics data, such as delivery dates, stay open through shipping included.
Next to your order number there is room for the number the customer uses, so when they write quoting their own reference you find it with a search.
Total orders, orders in progress, fulfilled ones and the overall value of open work sit above the list. Below, filters by customer, status and period, and search on number, subject and reference.
The Orders module does not need Quotes to work: it installs and enables by itself. If Quotes are there, the conversion button appears; if they are not, it simply does not.
TdA does not issue invoices and does not talk to SdI, the Italian e-invoicing system: your accounting software or your accountant prepares them. Here they are recorded, to link them to the orders and know where each one stands.
The billing status of the order is not set by hand: the system works it out by comparing the order's taxable amount with the linked invoices. In the order list it has its own column and its own filter.
Number, date, taxable amount and VAT, with the total worked out by the system. The same number cannot repeat in the same year, so an invoice is never recorded twice.
From the order detail, «Record invoice» already fills in the customer and the taxable amount still to invoice. Or you link an invoice already in the register.
An order invoiced in several steps, or an invoice covering several orders of the same customer: each link has its own amount, which the system suggests by itself.
They are recorded like invoices and linked to the same order: their amount is subtracted from what has been invoiced.
When the payment arrives you tick «Collected» with the date. An invoice past its due date and not collected shows as «Overdue», and the top of the register shows what is to collect and what is overdue.
With the Projects module the same register also holds supplier invoices, and each invoice is allocated to the projects it belongs to.
Prefix — PRV for quotes, ORD for orders — and yearly counter reset, with a preview of the next number under the fields. The two counters are independent.
Default VAT and currency, validity days used to compute the expiry date, delivery times, payment terms, opening text and general conditions. Pre-filled on every new document and always editable.
Each company decides in which statuses a document can be deleted: all of them, to keep the archive free of tests and duplicates, or draft only, as traditional business software does. This rule too is enforced by the database.
Settings and deleting documents are reserved to admin and back office users. Who can see and work on quotes, orders and invoices is set by the roles, and the rule lives in the database, not just in the interface.
From the phone you do everything you do in the browser on quotes and orders: creation, lines, revisions, status changes, conversion to order. Only the PDF differs — instead of being printed it is shared with the phone's apps. AI generation and invoice recording are done from the browser.
As with every module on the platform, one company's documents are not visible to any other. The isolation is guaranteed by the database, not by the application code.
If your company turns the option on, “Generate with AI” appears next to “New quote”: you paste the customer's request — an email, notes from a phone call — or attach a document, and the AI proposes subject and lines using the provider configured by your company. The quote is created only when you confirm the preview, so the numbering does not skip.
The AI never decides a price, though: the price written in the request applies, otherwise the one of the matched product in your catalogue; if there is none, the line is left to be completed. Totals, VAT, numbering and freezing after sending remain system rules, as for any other quote.
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