Documents and when to use which

Every deal and every purchase leaves a paper trail. Taskezy gives each step its own document so your books tell a clean story: what you offered, what you agreed, what you delivered, and what got paid. There are two directions. Money in starts with a quote and ends with a paid invoice. Money out starts with a purchase order or a receipt and ends with a paid bill or expense.

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The quick chooser

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Money in

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Quote

What it is: a priced offer. It commits nothing and isn’t revenue. When: whenever someone asks “how much?”. Tia drafts it from a message or a voice note and sends you the PDF to forward. A quote is Draft, then Sent, then Accepted or Declined — and Invoiced once billed. It shows as expired after its valid-until date.

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Proforma

What it is: a quote laid out so a customer can pay against it before any work or goods change hands. It is not a tax invoice and doesn’t touch your books. When: a customer needs a document to pay a deposit, or to get a purchase approved. Create it from an accepted quote. Proformas live on the Proforma tab under Sales → Invoices.

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Sales order

What it is: the agreed, confirmed version of the deal — your internal “yes, this is happening”. When: optional. Use it when there’s a gap between agreeing and billing: staged delivery, goods sent in parts, or a customer who expects an order confirmation. A sales order is Draft, then Confirmed, then Closed once fully billed.

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One deal, one set of bills

A quote, the proforma made from it and the sales order made from that are one deal. Taskezy keeps track of how much of the deal has been billed, so it can never be billed twice. Only the newest document in the chain can be billed — if you open the quote after making a sales order, it tells you “SO-2026-0015 is now the billing document for this contract”.

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Deposits and staged billing

Take a deposit or a milestone payment with Collect a deposit on the quote or proforma in the app, or ask Tia — on a quote or a sales order. Enter a percentage or an amount.

• Each stage is a tax invoice (INV-…) with VAT, because money received in advance is a tax point.
• While part of the deal is billed, its documents show Partially invoiced.
• The final invoice — Invoice remaining — lists the full job and deducts each deposit already billed, so the customer pays only the balance. If the scope changed along the way, the final invoice reflects it.

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Tax invoice

What it is: the real bill. It records revenue and VAT, and gets paid. When: you’ve delivered, or you’re billing a stage. Convert a quote, proforma or sales order, or ask Tia to create one from scratch. An invoice is Draft until issued, then Sent, Partial as payments come in, and Paid. It shows as overdue after its due date. Payment terms and terms & conditions come from Settings → Sales for each document type, and you can change them on any single document. The change carries through to the documents made from it.

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Delivery note

What it is: a record of what was delivered, with no prices — for the customer to check and sign. When: you’re delivering goods against a sales order. Raise it from the sales order in the app with Create delivery note; it starts with every line, and you can deliver part of an order at a time. Mark it Delivered when it’s done. Stock is only taken off once, however many delivery notes and invoices a deal has.

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Credit note

What it is: a reversal of an invoice. When: you need to cancel or correct an invoice you’ve already issued. A credit note reverses the whole invoice — to change it, credit it and issue a new one. Give a reason: goods returned or order cancelled (both put stock back), price correction, discount agreed, billing error, or other. If the customer had already paid, record the refund against the credit note. To remove a debt you’ll never collect, write off the invoice instead — the VAT stays declared.

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Customer payment

What it is: the record that a customer paid. When: money arrives. “Carpenco paid 18k on INV-2026-0231” records it by bank transfer, cash, cheque or card. Each payment settles one invoice, and it can’t be more than what’s left to pay. Card payments through a Stripe payment link are recorded for you. Every payment has a receipt PDF.

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Money out

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Purchase order

What it is: your commitment to buy, sent to a supplier before the goods or the bill arrive. When: you’re ordering ahead — stock, materials, a subcontractor. A PO is Draft, then Issued once you mark it sent, then Billed. When the bill arrives, click Convert to bill and the lines come across. One PO can be billed across several bills.

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Bill

What it is: a supplier’s invoice to you — money you owe, with a due date. When: a formal invoice arrives that you’ll pay later. Bills show as Unpaid, Partial or Paid, and as overdue after their due date. Link a bill to the PO it fulfils.

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Vendor payment

What it is: the record that you paid a supplier. When: you settle a bill. “Paid Plumbus 4,800 against their bill” records it and reduces what you owe.

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Expense

What it is: a cost captured from a receipt — already paid. When: everyday spend that doesn’t need a formal bill: fuel, materials bought on the spot, a site-visit receipt. Forward it to Tia or scan it in the app. It’s Pending until you confirm it, then Confirmed. Tag it to a project to keep job costs accurate. See Purchasing.

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How they connect

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Reference numbers

Every document gets its own reference. References restart each year. Documents you imported from Zoho keep their Zoho numbers. You can also keep the other side’s own number — a supplier’s invoice number on a bill, or your customer’s PO on a sales order — next to the Taskezy reference.

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What’s next

• Sales — from lead to paid invoice.
• Purchasing — expenses, bills and purchase orders.
• Card payments with Stripe — get invoices paid by card.