How Quote-to-Cash Works — End-to-End Revenue Flow

What Quote-to-Cash does

Quote-to-Cash (Q2C) follows an accepted proposal through fulfilment and ends by raising a draft invoice. It is a manual pipeline with automatic bookkeeping: you move each line along, and Plenix keeps stock levels, purchase orders, work orders and the invoice in step behind you.

Nothing starts on its own. A proposal reaching Accepted does not create a fulfilment — somebody has to press a button.

The flow

Proposal accepted
  → click Start Q2C (or Initiate Fulfillment)
  → each line is classified stock / order / service
  → reserve, order or schedule each line
  → Mark All Delivered
  → Generate Invoice   (a draft — nothing is sent)

Step 1 — Start the fulfilment

Two entry points, one result:

• CRM → Proposals — every accepted proposal carries a Start Q2C button
• CRM → Quote-to-Cash — Initiate Fulfillment lists the accepted proposals for you to pick from

Only proposals in Accepted status are offered. Starting the same proposal twice is safe: the second attempt returns the fulfilment that already exists rather than creating a duplicate.

Step 2 — Lines are classified

The proposal's line items are copied into the fulfilment, and each is given a kind at that moment:

Kind	Chosen when	Meaning
Stock	The line names an inventory item and there is enough on hand	Can be reserved from stock
Order	The line names an inventory item but stock is short	Needs a purchase order
Service	The line names no inventory item	Needs a work order, or nothing

A line with no linked inventory item is always a service line, whatever its description says. The classification is made once, when the fulfilment is created — restocking later does not turn an order line back into a stock one.

Step 3 — Work the lines

Open a card to see its lines and their actions:

• Reserve Stock — stock lines only. Decrements the item's on-hand quantity by the line quantity, rounded up. There is no warehouse picker: Plenix holds a single quantity per item, so the reservation comes off that one figure.
• Link PO — order lines. Paste the ID of an existing purchase order (find it at Purchasing → Purchase Orders); the line moves to ordered. Q2C does not raise the PO for you.
• Create Work Order — service lines. Creates an open work order titled after the line and attached to the same company.
• Mark Ready — available on any line that is pending, ordered or reserved.

The card's stage is recalculated from its lines each time one changes: all delivered → Delivered, all ready or delivered → Ready, any reserved or ordered → Sourcing, otherwise Pending.

Step 4 — Deliver

Mark All Delivered on the card footer sweeps every outstanding line to delivered in one go. There is no per-line delivery action, and no partial delivery — the button is all or nothing.

Step 5 — Invoice

Generate Invoice appears once the card is Delivered. It creates an invoice with:

• one item per fulfilment line, at the line's quantity and unit price
• a number of the form Q2C-…
• status: draft — it is not sent, emailed or marked payable
• tax of zero — proposal tax rates are not carried across
• a reference back to the proposal title

The card moves to Invoiced and shows View Invoice linking to Accounting → Invoices, where you add tax, edit lines and send it like any other invoice. Generating twice is safe — the existing invoice is returned instead of a second one being raised.

What Q2C does not do

Worth knowing before you plan a process around it:

• it does not start itself when a proposal is accepted
• it does not send the invoice, or apply tax
• it does not create purchase orders — you link one you already raised
• it does not mark the deal Won, or write back to the deal at all
• it does not create recurring-invoice templates, and nothing in billing or forecasting reads Q2C data, so it does not move MRR or ARR on its own

Where to go next

• Understand the whole module → How CRM & Sales Works
• Next in this module → Add a Contact
• Create a Deal
• Manage the Sales Pipeline
• See where this fits in the bigger picture → How a Lead Becomes Cash