Take a customer from first quote to final payment.
Create quotes, pro forma invoices, invoices and delivery notes with customer branches, named price levels, payment links and flexible item columns. Keep receipts, opening-balance payments and credits, serial-tracked invoice lines and delivery history connected to the customer.
8 connected areas, together on one page.
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Sales Documents
Use focused registers for quotes, pro forma invoices, invoices, delivery notes, recurring invoices and credit notes while keeping the customer, chosen branch, product prices, payments, delivery and activity behind every document.
From first price to final balance
Accounting Pilot reuses the same commercial records across documents and gives each business control over the item columns, document design and printing method.
What your team can do
- Choose Modern, Bold or Minimal A4 designs and one of five coordinated colour patterns.
- Show standard quantity columns or BX/BG/C…, TOTAL QTY and U/M for boxes, bags, crates, packets and other packs.
- Show or hide the DISC% column and retain multiline descriptions, VAT, totals and estimated profit.
- Print invoices, quotes and delivery notes on standard paper or configured continuous dot-matrix stationery.
- Choose a customer branch and its delivery location while the balance stays with Head Office; new quotes and invoices use the customer’s selected product price level.
- Choose a saved dot-matrix layout at print time when continuous stationery is needed.
- Enable barcode entry and phone-camera scanning separately for quotes and invoices in Business Settings.
- Keep long edited descriptions across save and preview, with clean pagination on multi-page documents.
Flexible item columns
Use standard Code, Description, Qty, Unit price, Discount, Tax and Amount columns, or show pack, total-contents and unit-of-measure detail.
Design and print control
Choose Modern, Bold or Minimal A4 layouts in five colour patterns, hide the optional discount column and configure continuous dot-matrix stationery.
Payment and delivery
Add a delivery charge or secure Yoco or PayFast payment link, then email, WhatsApp, print or save the matching document.
Faster document entry
Open compact full-screen editors with six ready item rows, optional barcode entry or phone-camera scanning and descriptions that remain editable.
Safer document updates
Preview a document without changing the saved draft, then use Save changes when the customer and line detail are ready.
Configure
Choose the document template, colour pattern, numbering, terms, visible discount column and optional dot-matrix layout.
Prepare
Choose a customer, add saved products or services, add detailed line descriptions and arrange the lines.
Deliver
Preview the document, add payment or delivery options and send or print it in the format the customer needs, with failed email delivery kept visible for follow-up.
Quotes
Build, duplicate and deliver consistent quotes, track secure customer decisions, record deposits and see estimated profit before accepted work becomes an invoice or job.
A clearer path from interest to income
Quote status, delivery, deposits and conversion stay connected to the customer and the work that follows.
What your team can do
- Track Draft, Sent, Viewed, Accepted, Declined and Expired quotes.
- Duplicate quotes, record deposits and review estimated profit.
- Convert accepted quotes to invoices or jobs; quoted stock remains untouched.
Secure decisions
Track when a protected quote link is viewed, accepted or declined across resends.
Deposits and profit
Record deposits and review estimated profit before the sale is final.
Flexible conversion
Turn accepted work into an invoice or job without rebuilding the commercial detail.
Prepare the quote
Reuse saved products, reorder lines and confirm the customer-facing price.
Send for a decision
Email or share the PDF and protected acceptance link.
Convert the result
Create the invoice or job after acceptance while keeping the quote history.
Pro forma Invoices
Create a numbered pro forma from scratch or from an accepted quote, send the customer-facing document, record payments and convert it to a final invoice when the sale is confirmed.
A clear step between quotation and final invoice
The pro forma keeps the customer, items, prices, expiry date, payments and linked quote together without posting sales or reducing stock too early.
What your team can do
- Use a dedicated PF document number and matching A4 preview.
- Edit or duplicate saved pro forma invoices and record payments against them.
- A pro forma does not post sales, change balances or deduct stock until the final invoice is created.
Flexible starting point
Create a pro forma directly or carry the detail forward from an accepted quote.
Payment tracking
Record customer payments and see when the pro forma is fully paid.
Safe conversion
Create the final invoice once, transferring recorded payments and applying the accounting and stock effect at the correct stage.
Prepare
Choose the customer, add products or services and set an expiry date.
Send and collect
Preview, print, email or share the document and record customer payments.
Create the final invoice
Convert when the sale or supply is confirmed and keep the documents linked.
Invoices
Build and deliver invoices with configurable document layouts and item columns, customer branches, selected price levels and delivery charges. Include a secure Yoco or PayFast payment link, follow overdue days, send automatic reminders and keep receipt history with the customer account.
From work completed to money collected
The invoice register keeps status, balance, delivery and payment activity close to the original customer document.
What your team can do
- Search by customer, invoice number or reference and filter overdue invoices.
- Add delivery charges and a secure Yoco or PayFast payment link without storing card details.
- Use Code, Description, Qty, Unit price, optional Discount, Tax and Amount columns, or the pack-format BX/BG/C…, TOTAL QTY and U/M columns.
- Choose Modern, Bold or Minimal document layouts in five colour patterns, or a saved dot-matrix print layout.
- Track Unpaid, Part paid, Paid and Void status with days overdue.
- Print or email payment receipts and review receipt-delivery history.
- Download the invoice PDF directly and choose the saved dot-matrix layout when printing.
- Customer price levels apply the matching product price to new invoices; branch details can travel with the document.
- Preview without overwriting the saved invoice, then save deliberate edits including long line descriptions.
Overdue control
Filter overdue invoices and use automatic payment reminders for balances that need attention.
Payment receipts
Recording an invoice payment automatically creates a receipt; review every receipt in the customer register, then view or email it.
Flexible line detail
Reorder invoice lines, add a multiline product description and choose standard quantities or pack and total-contents columns.
Reliable delivery
Send preview-matched branded PDFs with optional delivery charges, a secure Yoco or PayFast payment link and standard or dot-matrix printing; delivery failures remain traceable.
Barcode-ready entry
Enable product barcode entry or phone-camera scanning for faster invoice lines when the workflow needs it.
Serial detail
Select the available serial numbers for eligible tracked products and keep the sold units linked to the customer invoice.
Build the invoice
Choose a customer, add and reorder products or services, select stock locations and review VAT, discount, profit and totals.
Deliver and remind
Send the PDF, follow delivery and use overdue reminders when required.
Record collection
Save payment details, issue the receipt and keep the remaining balance current.
Delivery Notes
Create full or partial delivery notes from an invoice, record the delivery address and reference, and produce a numbered customer document with item quantities and signature spaces but no prices.
Delivery proof linked to the original invoice
Accounting Pilot tracks what was invoiced, what has already been placed on a delivery note and what remains available for later delivery.
What your team can do
- See invoiced, previously delivered and remaining quantities for every line.
- Create price-free delivery documents for full or partial dispatches.
- Delivery notes do not deduct stock again or change invoice totals.
Partial delivery
Issue only the quantities leaving now and retain the balance for a later note.
Customer-ready output
Print or save an A4 delivery note with codes, descriptions, locations and signature spaces.
Protected history
Mark a note delivered or void it while keeping invoice and delivery history connected.
Select the invoice
Start from Sales or the invoice and confirm the delivery date, address and contact.
Enter quantities
Choose what is being delivered now and add a dispatch or tracking reference.
Issue the note
Save the numbered DN document, print or download it and update its delivery status.
Recurring Invoices
Create weekly, monthly, quarterly or yearly invoice schedules, pause them when needed and generate the next customer invoice from a saved template.
Repeat billing without repeated setup
Recurring schedules remain separate from issued invoices so the team can review what is due next and what has already been generated.
What your team can do
- Create weekly, monthly, quarterly and yearly schedules.
- Pause schedules or generate an invoice when the business is ready.
- Review active, paused and generated recurring-invoice history.
Flexible frequency
Choose weekly, monthly, quarterly or yearly billing for each saved schedule.
Pause and resume
Control when a schedule is active without deleting its history.
Generated history
Keep issued invoices connected to the schedule that created them.
Create the schedule
Start from repeatable customer, product and billing detail.
Review what is due
Check the next run, frequency and active status before generation.
Follow the invoice
Open the generated invoice for delivery, payment and reporting.
Credit Notes
Create a credit against an invoice or an outstanding imported opening balance, record the reason and keep the remaining customer balance and original history visible.
Controlled customer credits
Credit notes provide a traceable adjustment instead of rewriting the history of an issued invoice.
What your team can do
- Create invoice-linked credits or apply a credit to an outstanding customer opening balance.
- Track open and applied credit-note status.
- Keep PDFs, values and the original invoice connection together.
- Opening-balance credits preserve invoices, do not adjust VAT and do not return stock.
Invoice connection
Link the credit to the invoice and customer account it corrects.
Balance control
See open and applied credit amounts before the next customer action.
Document history
Keep the credit-note PDF and status with the wider sales record.
Opening-balance credits
Credit an outstanding imported customer balance without creating an invoice, VAT adjustment or stock movement.
Traceable stock returns
Use the original invoice to return eligible products and serial numbers, keeping the credit and restored stock connected.
Choose the balance
Select the customer invoice or outstanding opening balance and record the reason for the adjustment.
Issue the credit
Record the amount and create the customer-facing credit note.
Apply and review
Use the credit against the balance and keep the audit trail intact.
Customers
Centralise company and contact details, separate mobile numbers, Head Office branches, price levels, balances, payment receipts, statements, documents, jobs and complete activity history in one account.
One customer, one connected history
The customer record is the foundation for commercial documents and operational work across Accounting Pilot.
What your team can do
- Search customer accounts and review total owing.
- Import customers, keep separate mobile numbers and review duplicate warnings.
- Create statements, documents and jobs while protecting connected history.
- Keep branch delivery details on sales documents while billing terms and balances remain with Head Office.
- View or email automatically created invoice payment receipts from the customer account.
- Allocate payments and eligible credit notes to imported opening balances; statements keep these separate from invoice activity.
- Review CSV matches before updating existing customer records; invoices, payments and history stay connected.
Complete contact detail
Keep email, telephone and separate mobile numbers ready for document delivery and follow-up.
Account position
Review balances, statements and overdue activity before the next conversation.
Connected history
Open the customer’s quotes, invoices, jobs and payments from one record.
Branches and pricing
Add up to 100 branches to a Head Office customer and choose an enabled named price level for new quotes and invoices.
Account payments
Allocate full or partial payments to a selected unpaid invoice or opening balance and keep the receipt with the account.
Opening-balance control
Correct the original opening amount and date with a recorded reason while preserving later invoices, payment receipts and issued credits.
Create or import
Add customers individually or review CSV matches before adding new accounts or updating existing records.
Use the record
Start documents and jobs from the saved customer information.
Review the history
Return to statements, balances and related activity when following up.
Explore sales with your own business records.
Invite one teammate and try the connected workflow with no payment card required.