How to Run the Quote-to-Cash Pipeline

Before you start

• A proposal in Accepted status. That is the only requirement — the deal stage is irrelevant, and a proposal with no deal behind it works fine.
• Line items on the proposal. A proposal with no lines produces an empty fulfilment and a zero-value invoice.

Step 1 — Start a fulfilment

Go to CRM → Quote-to-Cash.

If the board is empty, click Initiate Fulfillment, search the accepted proposals and pick one. You can also start from CRM → Proposals, where each accepted proposal has a Start Q2C button.

The new card lands in Sourcing.

Step 2 — Read the board

The board has five columns:

Column	What it means
Pending	Rarely seen — a new fulfilment is created directly in Sourcing
Sourcing	Where cards start, and where they stay while lines are worked
Ready	Every line is ready (or already delivered)
Delivered	Every line is delivered
Invoiced	A draft invoice has been raised

Cards do not drag between columns. The stage is derived from the lines, so it changes when you act on a line — not the other way round.

The Advance → button on a card is a shortcut for the last two steps only: from Ready it delivers, and from Delivered it invoices. Everything before that is done line by line in the card.

Step 3 — Work each line

Click a card to open the detail panel. Each line shows its kind and status, and the actions it supports:

• stock line → Reserve Stock. The item's on-hand quantity drops by the line quantity. There is no warehouse to choose.
• order line → Link PO. Paste an existing purchase order ID — the panel links through to Purchasing → Purchase Orders so you can copy one. The line moves to ordered.
• service line → Create Work Order. An open work order is created against the same company, named after the line.
• any line → Mark Ready once it is physically dealt with.

Work every line. The card reaches Ready only when no line is still pending.

Step 4 — Deliver

Open the card and click Mark All Delivered. Every remaining line flips to delivered at once — there is no partial delivery.

The button is available from Sourcing onwards, so you can close out a job without marking each line ready first if you do not need that detail.

Step 5 — Raise the invoice

With the card in Delivered, click Generate Invoice.

You get a draft invoice against the proposal's company, one item per line, with no tax applied. Open it from View Invoice on the card, or at Accounting → Invoices, to add tax rates, adjust anything and send it.

Nothing is emailed automatically, and the invoice stays in draft until you send it yourself.

Troubleshooting

Problem	Cause
Proposal missing from Initiate Fulfillment	It is not in Accepted status
Nothing happens on Advance →	The card is not in Ready or Delivered — work the lines first
A line offers no Reserve Stock	It is an order or service line; only stock lines reserve
A stocked item became an order line	Stock was short when the fulfilment was created; the kind is fixed at that point
Invoice total is short	Check the proposal's line items — descriptive rows with no price contribute nothing
Invoice shows no VAT	Expected: Q2C always writes zero tax. Add the rate on the draft invoice

Where to go next

• Understand the whole module → How CRM & Sales Works
• Next in this module → How to Manage Campaigns in the Campaigns Hub
• How a Lead Becomes Cash
• How Quote-to-Cash Works — End-to-End Revenue Flow
• See where this fits in the bigger picture → How a Lead Becomes Cash