From the quote to the money in, without a second system.
A quote from the deal's lines, an order when it is won, an invoice by quantity, payments, corrections and credit notes — under your own name and ABN.
A quote from the deal's lines, an order the moment it is won, an invoice by quantity, payments recorded against it, corrections while it is unpaid and credit notes once it is paid — every document under your own business's name, ABN and numbering.
Quotes, orders, invoices, payments and credit notes are on every plan.
The quote
Generate quote on a deal turns its line items into a numbered PDF with a total and a validity date, at status Issued. Download it, or Send quote emails it under your business's name.
- A quote needs at least one line; the quote adds GST only to the lines you left ticked
- Mark it accepted, declined or expired; an issued quote expires on its own when its validity date passes, and Undo brings one back while the deal is open
- Accept confirms the quote and wins the deal in one press
- With Email in set up, the customer's reply comes back to the conversation; the PDF, the email and the reply all sit under one reference number
The order, when the deal is won
There is no New order button, on purpose: every order comes from a won deal, so nothing is sold twice or out of nowhere. A draft order is created when the deal is won; confirm it, and the customer on it locks.
- Edit the lines before it is confirmed; amend after, with every change kept as a before-and-after history
- Two chips on every order — the work: draft, confirmed, partly fulfilled, fulfilled, invoiced; and the money: open, partly billed, billed, free of charge
- Mark an order free of charge for goodwill or warranty work, so it never sits in an unbilled report; unlike cancelling, it is reversible
- Notes and the customer's PO number can be added at any point
The invoice, by quantity
Generate invoice lists each line with what is left to bill and a quantity to bill now — the whole remaining amount, or part of it. Issue now, or create a draft to check first. The remaining quantity is what stops double billing, and the check is repeated at the moment of saving.
- A draft has no number and touches nothing until it is issued; discard it and no number is used
- Date it today, or End of last month for the usual close; the due date runs from the invoice date
- Invoices fall due after the number of days you set — leave it empty for a fortnight, or zero for due on receipt
- Numbers run in your workspace's own series, with your own prefix; a number is taken only when an invoice is issued, so there are no gaps
Your name on every document
A quote, an order confirmation or an invoice carries your workspace's name, address, phone and email, your own logo, and your ABN when you are registered for GST — and then the invoice is titled a tax invoice. Emailing it sends under your name with the PDF attached, and the customer's reply goes to your billing email.
- Prices are entered before tax; the document shows the subtotal, the GST and the total
- GST line by line: untick a line that carries none
- Your workspace's own email templates for a quote, an order or an invoice, applied automatically
Payments, corrections and credit notes
Record each payment against its invoice; when the balance reaches zero the invoice is paid and locks. Sent the wrong rate or quantity? While nothing is paid, Amend lines corrects it in place — the invoice keeps its number, the PDF says it was amended, and the history records who, when and why. Once money has moved, a credit note is the tool.
- Credit a whole line or part of one, never more than was charged; a credit note has its own number, PDF and email
- Record a refund when you pay one; nothing here moves money
- Cancelling an invoice returns its quantity to the order; cancelling is permanent, so a mistake on a line is an amendment, not a cancellation
- If the invoice had already been emailed, a prompt offers to send the amended copy — nothing is sent unless you press it
What you are owed
The Invoices tab is your receivables view: search by number or name, filter by status, payer, source and how late it is, and export the filtered list as a CSV.
- Quick chips: Outstanding, Overdue, This month
- Overdue is worked out from the due date, never set by hand
- The Forecast tab's revenue reconciliation reads the same invoices: won, booked, invoiced, collected
Where the AI helps, and where it stops
With the AI reading on, a quote request in a customer's email becomes a priced deal, lines and all, with one press — you check the lines and press Generate quote yourself. Draft with AI writes the email that carries a quote or an invoice into editable fields; you read it and press Send.
- No quote, order or invoice is generated, numbered or sent by the AI
Which plan it is on
The whole order-to-cash path is on every plan, because a quote with no invoice behind it is half a product.
On every plan
- Quotes, orders and invoices, with drafts
- Payments, amendments, credit notes and refunds
- The receivables view and your own numbering
- Start a quote from a message, under the plan's AI limits
On Pro
- Automation rules — the hand-over task to arrange delivery and invoicing when a deal is won, and any rule you write on your orders and invoices
- Higher AI limits
What it does not do
- It is not accounting software. Your books stay where you keep them today
- Your customers cannot pay an invoice by card through HarvestFlow; they pay you the way they do now, and you record the payment
- There is no New order button: every order comes from a won deal
- Cancelling an order or an invoice cannot be undone; correct a line with an amendment or a credit note instead
- Documents print in English; names and notes written in Chinese or Korean print correctly
Read next
Questions
Can I invoice part of an order?
Yes. Generate invoice lists each line with what is left to bill; set the quantity to bill now, and the rest stays open for a later invoice. Nothing can be billed twice.
Can I date an invoice at the end of last month?
Yes. Every way of raising an invoice carries an invoice date, with End of last month one click beside it; the due date runs from that date. A date in the future, or earlier than a lock date you have set, is refused.
Who sees invoices?
The owner and every full login. A sales rep sign-in does not see orders or invoices.
Do I need Pro for orders and invoices?
No. Quotes, orders, invoices, payments and credit notes are on every HarvestFlow Grow plan.
Send your first quote this week
Start free, open a deal, add a line and press Generate quote. When it is accepted, the order and the invoice are there.