Quotation and Invoicing Clerk

Quotes and invoices, drafted not typed.

What it replaces

The owner's evenings, or the part-time admin who writes the quotes and raises the invoices.

The job

Produces the documents that go OUT to a customer — the quote, the order confirmation, the invoice, the credit note and the payment reminder — from your own price list, your worksheets and jobs you have already priced. The mirror of the Bookkeeping Assistant: that one reads what arrives, this one drafts what leaves.

What it does

• Builds the quote from your price list and your past jobs
• Reads the customer's order or signed quote back into a record
• Drafts the order confirmation against what was actually agreed
• Drafts the invoice from worksheets, delivery notes and the quote
• Checks every line against the price list in force today
• Drafts the credit note, and the reminder when a customer is late

What you get

• A quote drafted for every enquiry, waiting on your price
• Invoices drafted from the week's worksheets, ready to check
• A list of work recorded but never invoiced
• Reminders drafted to the Danish intervals, for you to send

How far it goes on its own

Drafts and waits. It never prices, never discounts, never sends and never posts to your ledger. Every total is calculated in code and the model only writes the words around it.

Where it is weak

• Every total is calculated in code, never written by the model. Arithmetic inside generated text is where these models fail hardest, and it gets worse with more digits.
• Typed and app-entered worksheets read well. Handwriting it asks you about rather than guessing, on any machine.
• Your registered accounting system stays the official record — Danish law, not our choice. It prepares; you approve and you send.
• It lists work that was recorded somewhere and never invoiced. Work nobody wrote down stays invisible, and it never claims the list is complete.
• Reminder fees, interest and the ten-day intervals come from the Danish rules, calculated by rule and never by the model.
• It never prices anything, never applies a discount, and never says a quote covers everything the customer asked for.

What leaves your building

• Nothing extra. Your accounting system is where the invoice ends up, and that is already wherever it already is.
• Electronic invoicing to a public buyer goes through an access point outside your building. That is how Danish e-invoicing works, with or without us.

Works with

• Your price list
• e-conomic · Dinero · Billy
• Worksheets and time apps
• Mail for sending, by you