How to create a professional
invoice in under 60 seconds

The hero feature of the Procurement engine is Procurement Brain. You describe what you need in plain English — and it generates a fully structured document in seconds.

For example: type "Quote for web design project — 3 pages, logo, hosting. Client: ABC Ltd. Rate £75/hour, 40 hours estimated" and Procurement Brain returns a complete quote with line items, quantities, unit prices, subtotal, VAT, and total — all correctly calculated.

Once generated, you review the document on screen. You can save it directly as a Quote or an Invoice, or click "Edit before saving" to adjust any field before it's committed.

This is the fastest path from completing work to having a document ready to send. No form-filling, no template hunting — just describe the job and get the document.

What you save: The 20–30 minutes of manual form-filling per document. Straight from job completion to PDF in under a minute.

The Invoices section is a full invoice management system. Create a new invoice manually using the form — enter client name, email, address, and line items (description, quantity, unit price). The total calculates automatically as you type.

Each invoice has: VAT rate selection (0%, 5%, or 20%), a discount field, payment terms (Due on receipt, Net 7, Net 14, Net 30, Net 60), a due date, and a notes/terms section.

Status tracking covers the full lifecycle: Draft → Sent → Paid → Overdue. The dashboard shows outstanding amounts at a glance so you always know what's owed.

Download any invoice as a branded PDF with one click. The PDF includes your business name, address, logo (uploaded in Business Profile), itemised line items, VAT breakdown, total, bank details, and payment terms — everything HMRC requires.

What you save: Invoice admin that typically eats 4–6 hours a month. And the late payments that come from not tracking status properly.

Quotes work identically to invoices — same form, same line item structure, same PDF export. The difference is the document type and status flow: Draft → Sent → Accepted → Rejected → Expired.

The key feature is one-click conversion. When a quote is accepted, click "→ Invoice" and the system creates a new invoice pre-populated with all the quote data. You don't re-enter anything. The quote status updates to Accepted and the invoice appears in your invoice list as a Draft ready to send.

For businesses that quote before invoicing — which is most service businesses — this eliminates a whole category of admin.

What you save: Re-entering quote data as invoice data. Every accepted quote becomes an invoice in one click.

Purchase Orders follow the same structure as quotes and invoices but are supplier-facing rather than client-facing. Create a PO, add line items, set status (Draft → Confirmed → Delivered → Cancelled), and download as a professional PDF.

All POs are tracked in the Purchase Orders tab with running totals and status visibility. If you're managing multiple suppliers and need a paper trail for what was ordered, when, and at what price — this is where it lives.

What you save: The informal "I'll just email them" approach that leaves no record. Every order is documented and downloadable.

The Suppliers section is a CRM for your vendors. Add suppliers with name, email, phone, address, website, category, and notes. Mark preferred suppliers with a star — they're visually flagged across the interface.

When creating purchase orders, you reference your supplier database rather than looking up contact details each time. Over time, your supplier list becomes a structured asset: who you buy from, what category they're in, and whether they're preferred or fallback.

What you save: The scattered spreadsheets, email threads, and "I'll find the contact later" friction that costs time on every procurement task.

The Inventory section tracks products with SKU, name, category, quantity in stock, unit cost, selling price, and reorder point. The dashboard shows total inventory value and flags items below reorder point in real time.

When stock drops to or below the reorder point you set, a low stock alert appears on the dashboard and the sidebar nav. The inventory table highlights affected rows in red. You never run out of stock because you forgot to check — the system tells you before it happens.

Inventory value is calculated automatically: quantity × unit cost, summed across all items. The dashboard stat card updates every time you edit a quantity.

What you save: Manual stock checks and the revenue lost to stockouts. Reorder points mean you act before the problem, not after.

The Expenses section is a simple but complete expense log. Add an expense with description, category, amount, currency, and date. The dashboard shows total expenses across all entries and the Procurement Dashboard stat card updates in real time.

This isn't accounting software — it doesn't replace Xero or QuickBooks for complex businesses. But for small businesses that need a clean record of what they've spent, categorised and dated, it handles the job without the overhead of a full accounting platform.

What you save: The end-of-month scramble to reconstruct what you spent. Log expenses as they happen, not when your accountant asks.

Beyond document generation, the Procurement engine has a dedicated AI Tools section with nine purpose-built tools:

RFQ Generator — give it an item or service, quantity, and your business name and it produces a complete Request for Quotation ready to send to suppliers.

Supplier Discovery — describe what you need, your location, and budget and it generates a list of supplier types and sourcing strategies to find them.

Supplier Comparison — paste details from multiple suppliers and specify comparison criteria and it produces a structured comparison analysis.

Contract Summary — paste a contract and get a plain-English summary of key terms, obligations, and flags.

Payment Terms Negotiation — specify your current terms, desired terms, and supplier name and it drafts a negotiation email.

Cost Reduction Suggester, Procurement Policy Generator, Invoice Data Extractor, and Vendor Scorecard Generator round out the set.

Each tool streams output in real time — you're not waiting for a batch job to complete.

What you save: Specialist procurement tasks that previously required either expertise you don't have or a consultant you'd have to pay.

The Business Profile section is where you configure what appears on every PDF you generate. Business name, address, email, phone, website, company logo — all of it is pulled into every quote, invoice, and purchase order automatically.

You also set defaults here: default currency (GBP, USD, EUR), default VAT rate (0%, 5%, 20%), and default payment terms. Every new document pre-populates with these settings. You only change them when a specific document needs something different.

Bank details (bank name, account number, sort code) are stored here and appear in the payment details section of every invoice PDF — so clients always have what they need to pay you without you having to type it each time.

What you save: Filling in your own business details on every document you create. Set it once, never type it again.