Refrens makes it easy to manage your entire sales and purchase cycle, from the first quote to final payment or payout.

Here’s a step-by-step guide to each flow, including how documents are created, shared, approved, converted, and tracked.

Sales Document Flow

The sales process typically follows this sequence:

Quotation → Proforma Invoice (if needed) → Sales Order (if needed) → Delivery Challan (if needed) → Invoice → Payment Receipt/Credit Note

1. Quotation/Estimate

• Create: Prepare professional, fully customizable quotations or estimates for your potential clients in seconds.
• Share: Send via email, WhatsApp, print, PDF, or shareable online links.
• Track: See when your client views the quote. Automated reminders can be sent to follow up.
• Approval: Clients can accept/reject with 1-click; set up internal team approval workflows if needed.
• Convert: Instantly convert an accepted quotation into a Proforma Invoice, Sales Order, Invoice, or other documents with a single click.

2. Proforma Invoice (Optional)

• Use: Send a proforma invoice for advance payment or as a formal intent to sell.
• Customize & Share: All fields, templates, and sharing options as above.
• Track Payments: Add bank details/QR for easy payment. Record and auto-reconcile advances.
• Approval: 1-click client acceptance, internal approval workflows.
• Convert: Turn into a final Invoice, Sales Order, or Delivery Challan as needed.

3. Sales Order (Optional)

• Purpose: Used internally to confirm an order before delivery or invoicing.
• Create/Share: Customize and share with clients as needed.
• Approval: Same client and internal acceptance workflows.
• Convert: Convert to Invoice, Delivery Challan, or Proforma Invoice.

4. Delivery Challan/Note (Optional)

• Purpose: Issue this when goods/services are dispatched.
• Create/Share: Easily generate and share.
• Approval: 1-click acceptance if client needs to acknowledge receipt.
• Convert: Can be converted to Invoice.

5. Invoice

• Create: Generate a GST/Non-GST invoice, fully customizable.
• Share: Email, WhatsApp, print, or PDF.
• Add Payment Details: Enable payment via bank transfer, UPI, QR, or payment gateway.
• Track: Monitor if the invoice is paid, unpaid, or partially paid.
• Reminders: Automated payment reminders ensure timely collection.
• Auto Receipts: Payment receipts are generated and can be shared instantly.

6. Credit Note (If needed)

• Purpose: Issue a credit note for returns, discounts, or corrections against invoices.
• Create/Share: Fully customizable and shareable.
• Utilize: Apply credits toward future invoices.

Purchase Document Flow

For managing your business purchases and expenses, the flow is similar but from the buyer’s perspective:

Purchase Order → Purchase/Bill/Expense → Payout Receipt/Debit Note

1. Purchase Order

• Create: Generate a purchase order (PO) for vendors, fully customizable.
• Share: Email, WhatsApp, or PDF.
• Approval: 1-click vendor acceptance, internal approval workflows.
• Convert: Upon vendor acceptance/delivery, convert to a Purchase record.

2. Purchase/Bill

• Record: Enter bills/invoices from your vendors; scan and auto-record via OCR.
• Track Payments: Mark as paid, unpaid, or partially paid. Record advances and reconcile.
• Approval: 1-click acceptance and custom approval workflows for internal checks.
• Auto Payout Receipts: When you record a payment, Refrens generates payout receipts for your records.

3. Debit Note (If needed)

• Purpose: Issue for returns, corrections, or adjustments against vendor invoices.
• Utilize: Apply credits to future purchases.

Key Features That Support These Flows

• 1-Click Conversions: Seamlessly convert documents (e.g., quotation to invoice, PO to bill).
• Approval Workflows: Set up both internal and external (client/vendor) approval processes.
• Sharing & Communication: Send any document via email, WhatsApp, link, or as a PDF.
• Audit Trails: Every document has a detailed change history for transparency.
• Payment Tracking: Monitor and manage all payments, with automated reminders and receipts.
• Bulk Actions: Bulk uploads for invoices, purchases, and more via Excel.
• Integrations: Connect with payment gateways, WhatsApp, email, CRMs, and lead sources.
• AI Assistant “Freya”: Get instant insights, reports, and answers on your business documents.

FAQs

Q: Can I skip steps in these flows?

A: Yes - each document can be created independently or as part of a flow, depending on your business process.

Q: Can I customize the fields and look of every document?

A: Absolutely. Every document is fully customizable to match your brand and requirements.

Q: How do I track the status or history of my documents?

A: Use the built-in audit trails and approval workflows to monitor changes and status at every stage.

For further details or a walkthrough, reach out to your account manager or contact our support team - we're always here to help!

Updated on: 23/12/2025