Quote to Cash¶

The complete lifecycle of a customer transaction — from initial inquiry to payment in the bank.

This page walks every step of converting a customer request into revenue. Each step refers to the nav path you use inside FilaOps and notes what happens automatically so you can focus on the decisions that require your attention.

The Flow¶

graph TD
    A[Customer Inquiry] --> B[Create Quote]
    B --> C{Approve / Accept?}
    C -->|Yes| D[Convert to Sales Order]
    C -->|No| E[Revise or Reject]
    D --> F[Confirm Order + Generate Invoice]
    F --> G[Release to Production]
    G --> H[Run Operations]
    H --> I{Full Qty?}
    I -->|Yes| J[Ship Order]
    I -->|No| K[Accept Short on WO → Close Short on Order]
    K --> J
    J --> L[Record Payment]
    L --> M[Verify in Accounting]

Step 1 — Create a Quote¶

Quotes are numbered automatically in the format Q-YYYY-NNNNNN (e.g. Q-2026-000003).

Where: Sales > Quotes > + New Quote

1. Fill in the customer name and email (or select an existing customer from the Customer field).
2. Choose whether to add a single-item quote (product name + unit price) or a multi-line quote using the line-items grid.
3. Set material type and color if relevant — FilaOps validates the combination against your material inventory.
4. Toggle Apply Tax if sales tax applies. FilaOps picks up the default tax rate from your Tax Center automatically; you can override it with a specific rate.
5. Add a shipping cost and shipping address if known.
6. Set Valid Days — the quote expires automatically after this many days.
7. Click Save.

The quote starts in Pending status.

Quote statuses¶

Step 2 — Approve and Accept the Quote¶

Where: Sales > Quotes > open the quote

1. Click Approve to move it from Pending to Approved (internal sign-off).
2. When the customer agrees, click Accept to move it to Accepted.

If the customer declines, click Reject and optionally enter a rejection reason.

Step 3 — Convert to a Sales Order¶

Where: Sales > Quotes > open the quote > Convert to Order

FilaOps creates a sales order pre-filled with all pricing, line items, customer details, and the shipping address from the quote (falling back to the customer's saved address if the quote has none).

• The order number follows the format SO-YYYY-NNN (e.g. SO-2026-012).
• The new order starts in Pending status.
• The quote is marked Converted and cannot be changed.
• FilaOps navigates you directly to the new order.

Step 4 — Confirm the Order and Generate an Invoice¶

Before production can be released, the order must be Confirmed and a billing action taken.

Where: Sales > Orders > open the order

Confirm the order¶

Click Confirm (or use the status dropdown to set it to Confirmed). This signals that both sides have agreed to proceed.

Generate an invoice¶

FilaOps blocks production release until either:

• An invoice exists for the order (draft, sent, or paid), or
• A payment has been recorded directly against the order.

Click Generate Invoice on the order detail page. FilaOps creates an invoice numbered INV-YYYY-NNN (prefix configurable in Settings > Company). The invoice snapshots the customer information, line items, tax, and shipping from the sales order.

Invoice statuses:

You can download the invoice as a PDF from the order detail page or from Money > Invoices.

Step 5 — Release to Production¶

Where: Sales > Orders > open the order > Release to Production

Once the order is Confirmed and the billing requirement is satisfied, the Release to Production button becomes active.

Clicking it triggers work order generation, which:

1. Creates a Work Order (WO) in Draft status for each product line.
2. Assigns the active BOM and active routing to each WO automatically.
3. Reserves the required materials from inventory.
4. Estimates the production cost.

After creation, a Schedule Wizard opens automatically so you can set start/end times and assign resources to the new work orders before the floor sees them.

Step 6 — Run Production¶

Where: Operations > Production > open the work order

Work orders follow this status progression:

Draft → Released → Scheduled → In Progress → Completed → Closed
                                           → QC Hold → (Closed | Rework | Scrapped)

Release the work order to the floor¶

Open the WO and click Release to Floor. Status moves from Draft to Released.

Start production¶

Click Start Production on the WO. Status moves to In Progress. For each routing operation listed under the Operations panel:

1. Start the operation when the operator begins work.
2. Record actual time at the end of each operation.
3. Mark the operation complete.

Complete the work order¶

When all operations are done, click Complete. FilaOps:

• Sets the WO to Completed and records actual end time.
• If QC inspection is configured, routes the WO to QC Hold for disposition.
• Triggers a status sync: when all WOs for a sales order are complete, the sales order automatically advances to Ready to Ship.

Handling a short production run¶

If you cannot produce the full ordered quantity:

1. On the work order, click Accept Short — completes the WO with the quantity actually produced rather than the ordered quantity.
2. On the sales order, click Close Short — a preview shows the achievable quantity per line based on completed WO output. Enter a reason and confirm.
3. The order moves to Ready to Ship with adjusted line quantities.

Step 7 — Ship the Order¶

Where: Sales > Orders > open the order > Ship

When the order is in Ready to Ship status, the Ship action is available.

1. Enter the carrier, service level, and optionally a tracking number. FilaOps generates a tracking number automatically if you leave it blank.
2. Confirm the shipping address (editable on the order if it needs correcting).
3. Click Ship.

FilaOps then:

• Sets the order status to Shipped and records shipped_at.
• Deducts finished goods inventory (and packaging inventory, if applicable).
• Posts a GL journal entry: DR Cost of Goods Sold (5000), CR Finished Goods Inventory (1220).

The shipping timeline on the order detail page shows all shipping events.

Step 8 — Record Payment¶

Payment can be recorded at any point after the invoice is created — you do not need to wait until after shipment.

FilaOps:

• Creates a Payment record and posts a GL entry: DR Cash (1000), CR Accounts Receivable (1100).
• Updates the invoice status to Paid or Partially Paid.
• Updates the order's payment status field.

To record a refund, open the Payments section on the order and click Record Refund.

Step 9 — Verify in Accounting¶

Where: Money > Accounting

Confirm the full transaction flowed through correctly across these tabs:

Quick Checklist¶

• [ ] Quote created and set to Approved or Accepted
• [ ] Quote converted to sales order
• [ ] Sales order confirmed
• [ ] Invoice generated (or payment recorded directly)
• [ ] Production order(s) created and released to the floor
• [ ] Work order(s) completed (or accepted short if partial)
• [ ] Sales order closed short if partial fulfillment (optional)
• [ ] Sales order shipped
• [ ] Payment recorded against the invoice
• [ ] Revenue and payment verified in Accounting

Reference: Key Document Numbers¶