ERPHow to connect quotes, work and payment in a small company
Use one agreed scope, clear delivery stages and an invoice balance that reflects actual payments. Assign the next action at each handoff. This gives the owner a practical answer to three questions: what was agreed, what is delivered and what is still unpaid?
A small service project, with four separate facts
Illustrative example: a company agrees a €6,000 project, split into two €3,000 stages. After the first stage is accepted, it issues a €3,000 invoice. The customer pays €1,000. The remaining invoice balance is €2,000; the second stage is still work to complete, not another overdue invoice. Amounts are simplified and are not a tax calculation.
| Record | What it tells the team |
|---|---|
| Accepted quote: €6,000 | The agreed commercial scope |
| First stage confirmed: €3,000 | Which delivery has been accepted |
| First invoice: €3,000 | The amount invoiced |
| Payment: €1,000; balance: €2,000 | What has been received and what remains |
Make each handoff explicit
Give each step an owner. When a client changes the scope, record the change and its acceptance instead of leaving the explanation in a private message.
- Sales: keep the accepted quote, scope, payment terms and the responsible contact together.
- Delivery: record stages, dates, evidence and customer confirmations. A task marked done is not automatically customer acceptance.
- Invoicing: check which delivery is ready to invoice and retain the supporting documents.
- Payment follow-up: check the due date, recorded payments, credit notes and any dispute before contacting the customer.
Run a short weekly review
Review work awaiting acceptance, accepted work awaiting invoicing and invoices awaiting payment as separate lists. For each item, record one next action, one responsible person and a date. “Follow up” is less useful than “ask the customer to confirm stage one on Tuesday”.
- What can be invoiced now, and what evidence is missing?
- Which due dates affect next week’s available cash?
- Which supplier payments depend on a customer receipt?
- Which items are disputed and need a different resolution?
Put the records into a connected workflow
Use Spona Sales for quotes and invoices, Work for delivery stages and confirmations, and Finance for recorded money, liquidity and balances. Begin with a real process your team can maintain rather than moving every historical spreadsheet at once.
If payment timing creates a gap, explore optional financing separately. A remaining invoice balance is a starting point for a review, not an approval. Eligibility, documents and an agreement still matter.