PLATFORM · CAPABILITY

Quotes, invoices and payments

EveryonePlans prices work, turns it into a quote or an invoice, sends it, takes payment, and reconciles the result against a double-entry ledger — so the money side is the same records as the work side rather than a monthly export into something else.

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01THE PROBLEM

Why this is worth having

The usual arrangement is that work happens in one system and money happens in another, joined by a person and a spreadsheet at month end. It works until it does not: a job gets invoiced twice, a deposit is not credited, and reconciling the difference costs more than the job made.

02HOW IT WORKS

The mechanism

A quote is priced from the work, so accepting one creates the job rather than starting a second round of data entry.
Money is stored as an exact decimal to six places, never as a floating-point number and never rounded on the way in. Rounding early is how books stop balancing, and it is unrecoverable once done.
Every movement posts to a double-entry ledger, so the books balance by construction rather than by a reconciliation step.
Payment providers are integrated behind the record, so a payment updates the invoice, the ledger and the customer history in one action.

02bWITHOUT SIGNING IN

What it looks like.

SC-quotes-invoices-and-payments · TO BE SUPPLIEDSTILL · 16:9

Quotes, invoices and payments — screenshot

REAL SCREEN CAPTURE, NOT GENERATED. An invoice with a deposit already credited and a balance outstanding, next to the ledger entries it posted. Non-round amounts. Capture at 1600x900 with believable seeded data — real-looking names, dates within the next two weeks, non-round money amounts — and blur anything identifying a real customer.

DROP AT/art/screens/quotes-invoices-and-payments.png

03WORKED EXAMPLE

Deposit now, balance on completion

The accepted quote raises an invoice for a 30% deposit and schedules the balance against job completion.
The deposit is paid online; the ledger records it and the customer sees it credited immediately.
The job finishes, which releases the balance invoice automatically.
At month end nothing needs reconciling, because nothing was ever recorded twice.

04QUESTIONS

About quotes, invoices and payments

Do you handle deposits and partial payments?

Yes — an invoice can be part-paid, and deposits are credited against the balance automatically with both movements posted to the ledger. Nothing has to be tracked alongside in a spreadsheet.

Is there a real ledger, or just a list of invoices?

There is a real double-entry ledger underneath. That matters because it makes the books balance by construction — a list of invoices can disagree with a bank account and never tell you.

Does this replace my accounting software?

It replaces the spreadsheet between your operations and your accountant, not necessarily your accountant’s software. Everything is readable over the API, so whoever does your books can pull exactly what they need on whatever schedule suits them.

05READ NEXT

TRY IT

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The mechanism

A quote is priced from the work, so accepting one creates the job rather than starting a second round of data entry.

Money is stored as an exact decimal to six places, never as a floating-point number and never rounded on the way in. Rounding early is how books stop balancing, and it is unrecoverable once done.

Every movement posts to a double-entry ledger, so the books balance by construction rather than by a reconciliation step.

Payment providers are integrated behind the record, so a payment updates the invoice, the ledger and the customer history in one action.