Quote to Cash

quote-to-cash guide

This workflow guide walks through the full sales-to-payment cycle in Beentara — from first quote to money in the bank.

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Overview

flowchart LR
  A[Quote] --> B[Convert]
  B --> C[Invoice]
  C --> D[Publish]
  D --> E[Customer pays]
  E --> F[Receipt]
  C --> G[Credit note]

Stage	Path	Guide
Quote	/quotes, /new-quote	Quotes
Invoice	/invoice, /new-invoice	Invoices
Auto-billing	/recurring-invoices	Auto-billing
Receipt	/receipt	Receipts
Credit note	Invoice detail	Credit notes

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Step 1 — Create a quote

1. Go to Sales → Quotes (/quotes).
2. Click New quote → /new-quote.
3. Select customer, add line items, set validity dates.
4. Save draft while preparing, or Send quote via email/WhatsApp when ready.

Skip quotes for repeat customers

You can create an invoice directly from Sales → Invoices → Create Invoice if no quote is needed.

Package options

If the quote has alternatives or optional add-ons, send the portal link so the customer can Save my choices before you convert. See Quotes — package options and Customer portal.

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Step 1b — Customer selects options (portal)

When the quote includes option groups:

1. Customer opens the quote from the portal or email link.
2. Picks one option per group and any optional add-ons.
3. Clicks Save my choices — total updates; you are notified.
4. Customer can Download PDF that lists only selected lines.

Then proceed to convert when the customer confirms verbally or via portal.

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Step 2 — Convert quote to invoice

When the customer approves:

1. Open quote detail (/invoice-detail/:id).
2. Click Convert to invoice.
3. Beentara copies line items — review totals and payment terms.
4. Publish to send the invoice.

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Step 3 — Publish and deliver

On the invoice form or detail:

Action	Result
Save draft	Internal only — no email
Publish	Sends email/WhatsApp; generates pay link if Razorpay is configured
Resend	On invoice detail — resend to customer

Before you publish: configure Settings → Razorpay and SMTP email.

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Step 4 — Customer pays

Online: Customer uses the pay link in the invoice email.

Offline (cash, UPI, bank transfer):

1. Open invoice detail.
2. Click Record payment.
3. Beentara opens Receipts with prefilled amount → save receipt.

Pending balance updates automatically.

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Step 5 — Follow up on overdue

1. Open Invoices → Overdue invoice tab.
2. Use Resend on invoice detail.
3. Share customer portal link (overflow menu on invoice list) for self-service access.

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Step 6 — Adjust with credit notes

If you need to reduce balance after publishing:

1. Open invoice detail with remaining balance.
2. Click Issue credit note.
3. Credit appears on Credit Notes list.

Credit notes are issued from invoice detail, not the credit notes list alone.

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Recurring revenue (optional)

For retainers or subscriptions:

1. Sales → Auto-billing (/recurring-invoices).
2. Create a schedule with frequency, customer, and line items.
3. For each published run: tick Email invoice…, then Also send invoice via WhatsApp if you want WhatsApp (AiSensy setup). Payment reminders stay on email.

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Related guides

• Getting Started — First-week checklist
• Troubleshooting — Payments & email
• Customer portal

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Frequently asked questions

Can I invoice without a quote?

Yes — use Create Invoice directly from /invoice or /new-invoice.

Why is there no pay link?

Configure Razorpay in Settings and Publish the invoice (drafts have no pay link).

How do I record partial payment?

Create a receipt for the partial amount — invoice Due amount updates until fully paid.