CRM with invoicing –
from deal to quote, order and invoice
Flowen is a CRM with invoicing: the deal, the quote, the order and the invoice are connected in one system. The customer and the line items are entered once and follow the deal all the way. The invoice is created from the order and sent as a PDF from your own mailbox.
One deal, one flow. The deal's calculation becomes a quote, the accepted quote becomes an order and an order project, and the invoice is created from the order. With Fortnox connected, invoices are bookkept there; without it, the invoice number is the payment reference.
What is a CRM with invoicing?
A CRM keeps track of customers and deals: who you are talking to, what is in progress and what needs a follow-up. Invoicing is the end of the same deal. In many companies the two live in separate systems, and once the deal is won the customer, the line items and the prices are typed into the quoting tool, and then once more into invoicing.
A CRM with invoicing keeps the whole path in one system. What you entered when the deal started follows it to the quote, the order and the invoice. What the salesperson promised is then what gets invoiced, and nobody has to search three programs to see where the deal stands. In Flowen the invoice is created from the order. With Fortnox connected, it is also created and bookkept in Fortnox.
How the deal follows through
From first contact to paid invoice.
1. Deal in kanban
Create the deal with New deal. Only a deal title and a customer are required. The deal starts in Prospecting and moves through Qualification, Proposal and Negotiation to Won or Lost, as a list or in kanban.
2. Calculation
In the deal's Calculator, rows are added for labour, material, machines, subcontractors, travel and other costs, with purchase price and markup.
3. Create quote
The calculation rows become quote lines with description, quantity and price. Purchase price and markup are not shown on the quote, and the quote is linked to the deal.
4. The customer accepts online
The quote is sent from your own mailbox with a personal link. In the deal you see the quote's status and when the customer accepted.
5. Order and order project
When the customer accepts, the order and the order project are created automatically. If the customer said yes by phone or email, click Convert to order.
6. Invoice
The invoice is created from the order and sent as a PDF from your own mailbox. With Fortnox connected, it is created in Fortnox with an OCR number and bookkept there; without it, the invoice number is the payment reference.
7. Paid
With Fortnox connected, a scheduled job marks the invoice as paid in Flowen once it is fully paid in Fortnox. Without Fortnox, you mark the invoice as paid.
The deal does not move between stages by itself. Move it to Won when the customer has accepted.
The customer register
The customer register is the base for deals, quotes and orders. A customer has a contact person and a contact email, as well as a company registration number, VAT number, VAT type and Fortnox customer number. Only the name is required. If a customer with the same registration number, VAT number or email already exists, the new one is not saved, so the register does not fill up with duplicates.
If you have many customers at once, import them from Excel or CSV, starting from a ready-made import template. The import recognises common column headings, and you map columns it does not recognise by hand. It shows new customers and possible duplicates before anything is saved, and existing customers are never changed. With Fortnox connected, customers are fetched from Fortnox instead.
Customers can also be added right where they are needed: in the quote builder and the order builder, and in the deal by typing a new name in the Customer field. The customer card shows the customer's quotes, orders and invoices.
Calendar and tasks
Tasks are added to the deal under the Tasks tab and appear in the calendar. The calendar shows CRM tasks, and deals on their close date, by week or month, for everyone or just your own. Overdue and upcoming tasks are listed separately, and you tick them off directly in the calendar.
Email in tasks
An email to the team's task address becomes a task in CRM, with the email subject as the title and the body as the description. The task appears under Tasks in CRM and in the calendar. A typical way is to reply to a customer and put the team's address in Bcc. The email is sent from your own address in Flowen, and if a recipient is a customer in the customer register, the task is linked to that customer.
The address is shown in Team Settings under Task address, for teams where Flowen has enabled the feature.
Optional: connect Fortnox
- Customers are fetched with Sync from Fortnox.
- Articles are fetched from Fortnox into the article register.
- A new customer added in Flowen is also created in Fortnox.
- Invoices are created in Fortnox and bookkept there when they are sent from Flowen.
- Fully paid invoices are marked as paid in Flowen.
With Fortnox connected, Fortnox is the source for customers and articles, and the Excel import is turned off. Without Fortnox, Flowen sends invoices itself, with the invoice number as the payment reference. Read about the integrations →
Who a CRM with invoicing is for
For industrial and project companies
You follow deals from first contact to invoice, with calculation, quote, order and project, whether or not your accounting is in Fortnox.
One price per company
€200/month excl. VAT, with unlimited users and a 30-day trial without a card. See pricing
Frequently asked questions about CRM with invoicing
A regular CRM stops when the deal is won, and then the customer and the line items are typed in again in the quoting and invoicing tool. In Flowen the deal's calculation becomes a quote, the accepted quote an order and the order an invoice, without anything being typed in again. With Fortnox connected, the invoice is bookkept there.
The invoice is created from the order, not from the deal. When the customer has accepted the quote, the order is created, and you create the invoice from the order. It is sent as a PDF from your own mailbox. With Fortnox connected, invoices are bookkept there; without it, the invoice number is the payment reference.
Not in the deal, but on the customer card and in the invoice list. The customer card shows the customer's invoices with their status, for example Paid. With Fortnox connected, a scheduled job fetches fully paid invoices from Fortnox and marks them as paid in Flowen. Without Fortnox, you mark the invoice as paid.
Prospecting, Qualification, Proposal, Negotiation, Won and Lost. A new deal starts in Prospecting, and you drag it between stages in kanban. The column names can be changed.
Yes, from Excel or CSV with a ready-made import template, if the team does not have Fortnox connected. With Fortnox connected, Fortnox is the source for customers, and they are fetched with Sync from Fortnox.
Add the rows to the deal's calculation and click Create quote. The calculation rows become quote lines with description, quantity and price, and the quote is linked to the deal.
When the customer accepts the quote online, an order draft and an order project are created automatically. If the customer said yes another way, click Convert to order in the quote list.
Yes. Send the email to the team's task address, or add the address as a copy, and it becomes a CRM task within five minutes. The task is linked to the customer if the recipient is in the customer register. The feature is enabled by Flowen per team.
See the CRM in a demo
We show the whole path: the deal, the calculation, the quote, the customer's acceptance, the order, the order project and the invoice.
See also: Quote to invoice • Order management • Integrations • Pricing
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