Sales: from the first contact to the money in your bank
Convergence ERP Sales follows a customer from the first call to the last payment without anyone typing the same thing twice. A lead becomes a quote, the quote becomes an order, the order ships, the shipment is invoiced and the payment closes the loop. Taxes, numbering and the books follow along by themselves.
What you get
- Leads, quotes with revisions and orders
- Shipments with carrier rate tables, partial or complete
- Invoices in sequence, GST and QST, by quantity shipped
- Payment terms, reminders, aging and statements
- Returns, credit notes and refunds
- A customer portal to see invoices and pay by card
From a lead to a quote
A lead is a prospect you have not sold to yet. When the quote is accepted, the lead becomes a customer and the quote becomes an order. A quote takes lines from your product list or free lines, a discount on a line or on the whole document, and a shipping line priced from your own rate tables. When the customer asks for a change, you make a revision: the old quote stays on record, the new draft is linked to it, and the invoice later shows which quote it came from. Quotes go out by email as a PDF with a link where the customer accepts or declines.
Orders, shipping and invoices
A confirmed order reserves the stock. You ship it in one go or in several shipments, each with its carrier and tracking number, and shipping takes the goods out of stock. Invoices are made from the order, or by quantity for what has really shipped, and can be set to follow shipments automatically. Numbers run in sequence with no gaps, GST and QST are added by default, and an invoice keeps a copy of the customer, company and tax details so a later edit never changes it. An invoice is never deleted: it is voided, and the books follow.
Getting paid
Payment terms from Net 15 to Net 120 are set per customer and carried onto quotes, orders and invoices; the due date counts from the invoice date. You record payments one by one, and customers can pay by card from their portal once your own Stripe account is connected. Reminder emails go out by themselves a chosen number of days before or after the due date, and anyone in Sales can keep dated collection notes on a customer. Aging in six steps, on any date, and customer statements show who owes what at a glance.
Returns, credits and refunds
When goods come back, a return puts them back into stock. A credit note lowers the invoice, and when money goes back to the customer, a refund records it. A credit with no invoice is held for the customer and applied to a later one. Each of these posts to the books the day it happens, so the receivables always match what the customers owe.
In French or in English, with the right people
Every document is made in the language of the customer: French unless the customer prefers English. Each person sees only what their role allows. The cost and the margin of a line, for example, show only to the people who may see them. Everything that changes is written to an activity log with the name of the person who did it.
Questions
Can I charge a different tax rate depending on where the goods go?
Yes. You can turn on tax by delivery province: the province is found from the delivery address, and quotes and invoices take the rates of the province the goods are going to. It is off until you turn it on.
Can a customer accept a quote without signing in?
Yes. The email carries a link where the customer accepts or declines, and your quote follows the answer.
What happens to an invoice I made by mistake?
It is voided, never deleted, so the numbering has no gap and the books keep a trace. The entry in the books is reversed.
Can I invoice only part of an order?
Yes. You can invoice by the quantity that has shipped, by hand or automatically, and the order keeps track of what is still to invoice.
Do my customers need an account?
No password at all: a customer signs in to the portal with a link sent to their email, and sees only their own invoices, visits and messages.
The other modules
Try it with your own data
Free for 14 days, no credit card.