CRM Invoices and Proposals: Products, Documents, Payments

The deal is in the CRM, the invoice is in Word, the proposal comes from last year's file, and payments sit in the accountant's spreadsheet. To tell a client how much they still owe, you have to open four windows. When products, invoices, documents and proposals live in the CRM next to the client, it's one screen.

Product and service catalog

In the “Products” section, each item has a type (product or service), an SKU, a catalog section, a photo, a sale price and a purchase price, a currency, a unit of measure, VAT and a “VAT included” flag, plus variants and your own fields. A volume discount is set in tiers, such as “10 to 49 units: 5%,” and is applied automatically, but the sales rep can change it.

An item in a deal or invoice keeps the name and price it had when it was added: if the catalog price changes tomorrow, invoices you've already issued won't shift. A one-off item can be added to the catalog on the spot. The total, cost and profit are calculated from the items.

The invoice and its payments

An invoice has five statuses: “Draft,” “Issued,” “Paid,” “Overdue” and “Cancelled”; there's also a separate invoice Kanban board with its own stages. The number is built from a template of tokens (invoice number, company number, day, month, year), and a number typed in manually is kept as is. You can copy an invoice and export the list to CSV.

In the “Payments” block, you record the date and amount of each payment. The invoice shows the amount “Paid,” the “Balance due” and any amount “Overpaid,” and once the full amount is in, it moves to the “Paid” status on its own. If you delete a payment by mistake, the status goes back. The default currency is the currency of your workspace's country, and the currency list includes others too.

Documents from your own templates

• Template: an uploaded .docx file or a page in the visual editor. It can be tied to a country, and access to it can be restricted.
• What gets filled in: the seller's and client's requisites, a table of items, the total and VAT in words, “with VAT” or “without VAT,” weight, and the signature and stamp as images.
• The output is a DOCX or PDF with a preview; the finished file is saved in the invoice's activity feed and on the documents tab.
• Invoices only for now: document templates work from an invoice.

Requisites and company lookup

A client can have several sets of requisites, with one marked as primary, and your own are kept in “My requisites.” The Company lookup app finds a company in Romania by CUI, in Kazakhstan by BIN or IIN, and in Uzbekistan by INN or name. In Kazakhstan and Uzbekistan, the data it finds fills in the new-company form on its own, and if a company with that BIN or INN is already in the CRM, the form warns you about a duplicate.

A proposal in a minute

The “Proposal generator” app adds a “Create proposal” button to the company card. AI writes the text from a template set up by the administrator, and templates can be assigned to departments and employees. It draws on the card fields, calls, messenger conversations, notes, tasks and the client's deals. There are two modes: “auto” and “with your instructions,” where the sales rep writes what to emphasize, and the “Refine proposal” button rewrites the draft.

The sales rep edits the text and saves the proposal to the company's activity feed, with a PDF if needed. Generation uses AI credits. AI doesn't pull prices from the catalog, so check the amounts in the proposal before you send it.

Warehouse

The “Warehouse” app adds multiple warehouses and receipt, write-off, transfer, return and stocktake documents, and it reserves goods for an open deal: winning the deal turns the reserve into a write-off.

How to get started

1. Fill in “My requisites” and add images of your signature and stamp.
2. Add 10–20 of your best-selling items to the catalog with prices and VAT.
3. Set up the invoice number template.
4. Upload your own invoice template as a .docx or build one in the editor.
5. Issue your first invoice and record a payment against it.

We covered how a deal makes its way to an invoice in our article on the sales pipeline.