💡 Worked example

An IT services company: the full quote-to-invoice trail

Follow one real job all the way through FinSanad — an IT company that sells hardware from stock (switches, routers, cables) and charges installation by the day. You'll see the complete paper trail: quote the client, take their purchase order, send your own PO to the supplier, receive the goods, and invoice the client.

📖 The story

GulfNet IT Solutions is fitting out an office network for Marina Offices LLC. They quote the client, the client sends back a purchase order to confirm, GulfNet orders the hardware from its supplier, receives it into stock, sends a team on site for three days, and finally invoices the client — with stock, costs and profit tracked at every step.

01The paper trail, at a glance

Two "sides" of paperwork meet in this job — the sales side (you ↔ your client) and the purchase side (you ↔ your supplier). Here's the whole chain:

🎯 You quote the client→ 📥 Client sends you their PO→ 📤 You send a PO to your supplier→ 📦 You receive the goods→ 🧾 Supplier bills you→ 🧾 You invoice the client

🔗

How the documents linkFinSanad keeps the sales side and purchase side as separate documents — they aren't hard-wired together. You connect them with references: put the client's PO number in the notes of your quote and invoice, and put the job name in your supplier PO. That way anyone can trace the whole chain.

02The job at a glance

What GulfNet supplies	Qty	Price each (AED)	Line (AED)
24-Port Switch goods	2	900.00	1,800.00
Wireless Router goods	1	1,200.00	1,200.00
Cat6 Cable (per metre) goods	300	4.00	1,200.00
On-site Installation (per day) service	3	800.00	2,400.00
Subtotal			6,600.00

Two kinds of thing are sold here, and FinSanad treats them differently: the hardware is goods that come out of stock, and the installation is a service charged by the day.

03Step 1 — Set up the customer and the items (once)

In Parties, add the customer Marina Offices LLC (Type = Customer), with their TRN and payment terms.
In Items, create the three hardware products as Goods with stock tracking, and the installation as a Service priced per day:

Item	Type	Unit	Sale price	Purchase price	VAT%
24-Port Switch	Goods	pcs	900.00	650.00	5
Wireless Router	Goods	pcs	1,200.00	850.00	5
Cat6 Cable	Goods	m	4.00	2.20	5
On-site Installation	Service	day	800.00	—	5

🛠️

Why "day" as the unitFor the installation, set Type = Service and Unit = day, with the Sale price being your day rate (AED 800). A service has no stock, so on the invoice you just enter the number of days as the quantity. Set VAT% = 5 on every line.

04Step 2 — Quote the client

Send the client a price first. A quote is just an offer — nothing moves in stock or accounts yet.

Open CRM → ➕ Quote and pick Marina Offices LLC.
Click ＋ Add line for each item and enter the description, quantity, price and VAT% (5):

Description	Qty	Price	VAT%	Line total
24-Port Switch	2	900.00	5	1,800.00
Wireless Router	1	1,200.00	5	1,200.00
Cat6 Cable (300 m)	300	4.00	5	1,200.00
On-site Installation (3 days)	3	800.00	5	2,400.00
Subtotal				6,600.00
VAT (5%)				330.00
Total				6,930.00

Click Create Quote. FinSanad totals it (AED 6,600 + 330 VAT = 6,930) and saves a draft like QT-20260720-A1B2. Send it to the client.

05Step 3 — Receive the client's purchase order

The client approves and emails back their purchase order (say PO-MARINA-4471) — that's their formal commitment to buy at the quoted price.

📥

Where a client PO goes in FinSanadFinSanad doesn't have a separate "customer PO" document — the sales side is Quote → Invoice. So you record the client's PO number as a reference: keep it in the quote's notes now, and put it in the Notes / Reference field of the sales invoice later. Your invoice then clearly shows "Your PO: PO-MARINA-4471", which is what the client needs to pay it.

06Step 4 — Send a purchase order to your supplier

Now order the hardware from your supplier. A purchase order is your order to them — it's an order document only, so it posts no accounting.

In Invoicing → ➕ New Document, set Document Type = Purchase Order and pick your supplier (e.g. TechDist Supplies).
Add a line for each product, picking the item: 24-Port Switch × 2 @ 650, Wireless Router × 1 @ 850, Cat6 Cable × 300 @ 2.20.
In Notes, reference the job — e.g. For Marina Offices job / client PO-MARINA-4471.
Click Create & Post. You get a number like PO-2026-00007, status open. Nothing hits your accounts yet — it's just the order.

07Step 5 — Receive the goods, then record the supplier's bill

When the hardware arrives, mark the PO received to bring the stock in; when the supplier's invoice arrives, record it as a bill to book the cost.

Find your PO in the Documents list and click 📦 Receive. The PO becomes received and your stock goes up (2 switches, 1 router, 300 m cable).
When the supplier's invoice comes, record it in ➕ New Document → Vendor Bill for the supplier, with the cost lines and 5% VAT. This books what you owe and the reclaimable VAT.

⚠️

Bring the stock in once — not twiceBoth 📦 Receive and a Vendor Bill add stock. So use one of these, not both, for the stock: (a) click Receive to take the goods in, and enter the Vendor Bill for the cost only (knowing it will re-add stock, which you then correct with a small stock adjustment); or (b) simplest — skip Receive and let the Vendor Bill bring the stock in and book the cost together. Use the PO as your order, and the Bill as your goods-in + cost.

08Step 6 — Line up the installation team

GulfNet hires the installers on a per-day basis. There are two sides — what you charge and what it costs:

Side	How to handle it
What you charge	The On-site Installation service item, at your day rate (AED 800) × the number of days — it goes on the invoice.
What it costs you	Record what you pay the team as a Vendor Bill from the labour contractor (e.g. 3 days @ AED 500 = 1,500), or as an Expense Claim. This becomes your cost so profit is right.

09Step 7 — Invoice the client

The work's done — bill the client. Raise the invoice in Invoicing and pick the stock items so your inventory and cost-of-sales update automatically.

Open Invoicing → ➕ New Document, set Document Type = Sales Invoice, party = Marina Offices LLC.
In Notes / Reference, enter the client's PO: Your PO: PO-MARINA-4471.
Add the three hardware lines picking each Item (2 switches, 1 router, 300 m cable), then the On-site Installation line with Qty = 3.
Check the totals match the quote (Total 6,930), then click Create & Post.

✅

What happens the moment you postThe client owes AED 6,930; your sales and 5% VAT are recorded; the hardware leaves your stock and its cost is booked as cost-of-sales; and the invoice shows the client's PO number so they can match it to their order.

⚡

The one-click shortcutYou can also press → Invoice on the accepted quote to create the invoice instantly — just note it won't reduce stock on its own (the quote's lines are typed text), so pick the items on the invoice as above when you want stock and cost-of-sales to move automatically.

10Step 8 — Get paid, and see your profit

When the money arrives, open the invoice in Documents and click 💰 Receive. Because every step touched the accounts, your profit is already there:

The job's profit	AED
What you charged (net of VAT)	6,600.00
Cost of the hardware sold (2×650 + 850 + 300×2.20)	−2,810.00
Cost of the installation team (3 days × 500)	−1,500.00
Gross profit on the job	2,290.00

See this breakdown any time in Reports (Profit & Loss) or build your own view in the Report Builder. The VAT you charged is ready for your next VAT return.

11The whole flow in one line

🎯 Quote→ 📥 Client PO (ref)→ 📤 Supplier PO→ 📦 Receive→ 🧾 Vendor Bill→ 🧾 Sales Invoice→ 💰 Get paid

12Things to watch

🔗

POs don't auto-link — use referencesThe client's PO and your supplier PO are separate from the quote/invoice. Tie them together by hand: the client's PO number goes in your invoice's Notes; the job name goes in your supplier PO's Notes.

📦

Only goods move stock — and only bring it in onceHardware (Goods) goes up when you receive/bill and down when you sell; the installation (Service) never touches stock. Remember that both "📦 Receive" and a Vendor Bill add stock, so use one path for the goods-in (see Step 5).

🇦🇪

VAT & invoice typeEvery line is standard-rated at 5%. As the total is under AED 10,000, a simplified tax invoice is fine — above that, a VAT-registered customer needs a full tax invoice (FinSanad tells you which after posting).

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