Custom quoting and invoicing tools
The work is done, the quote went out, the invoice too. The money has not arrived. FastSolve builds the tool that follows your commercial documents from the first send through to payment, without you having to think about it.
You can see the result before discussing it: the link below is available online, with no sign-up required.
Money already earned but not yet collected
Four situations come up with almost every freelancer we meet.
- You know some invoices are overdue, but saying which ones would mean opening the file and cross-checking against the bank account.
- A quote sent three weeks ago never got a reply. Nobody chased it, because nobody was tracking it.
- The accepted quote is retyped by hand to become an invoice, with the risk of slipping in an error along the way.
- Chasing a client is uncomfortable, so the reminder waits, and then it is forgotten.
This is almost never a document template problem. It is a tracking problem: at any given moment, nobody knows who owes what, and for how long.
Four functions that change the daily routine
Most of the requests we handle combine all or part of these four functions.
1. The document is generated, not retyped
The information already exists somewhere: an order, a form, a client record. The quote and the invoice draw on it, with numbering, legal mentions and tax calculation applied automatically.
Typical case. A tradesman copied every quote into a Word template. The document is now produced from the job record, and the numbering no longer has gaps.
2. Status visible at a glance
Sent, accepted, declined, invoiced, paid, overdue. A single screen replaces memory and bank cross-checking, and shows you first whatever needs action.
Typical case. A consultant discovered his overdue invoices at year-end accounting time. He now sees, every Monday, the three invoices past their due date.
3. The accepted quote becomes an invoice
This is where mistakes cost the most, because a forgotten line is a line never billed. The conversion carries the quote across identically, with no re-entry.
Typical case. An office invoiced from notes copied by hand. Two jobs a month were slipping through. Automatic conversion brought them back.
4. The reminder goes out without you
This is the function that pays for itself fastest, and the one people put off most. A courteous, dated message goes out at the right moment, without you deciding each time whether it is too soon.
Typical case. A small firm chased when it remembered, which was rarely. A reminder at seven days then at fifteen cut the average time to payment by several weeks.
What the tool will not do
It follows your documents and your collection. It does not keep your accounts.
- It does not replace your accountant. Commercial tracking and statutory accounts answer to different obligations.
- It does not take the money for you. It can point to an online payment, but collection stays with your payment provider.
- It does not recover a debt. Polite, regular reminders prevent a great deal of lateness, they do not replace a formal recovery process.
- It does not guess your terms. Payment periods, penalties, applicable rates and required mentions are settled with you during scoping.
The gain is in how fast you get paid and in what stops falling through the cracks, not in your filing obligations.
Frequently asked questions
Why not just buy off-the-shelf invoicing software?
A market subscription does the job as long as your invoicing stays standard. Custom work takes the lead as soon as a particularity comes into play: a pricing calculation specific to your trade, invoicing tied to job or case tracking, a connection to a tool you already use, or simply the wish to stop paying a per-user subscription that rises every year. The tool belongs to you, it evolves as your business evolves, and your data stays with you. We look at your situation during scoping and propose the arrangement that suits you best.
How much does a quoting and invoicing tool cost?
The amount depends on the number of statuses to track, how complex the pricing calculation is, and whether an existing tool has to be connected. A simple document generator and a full chain with reminders and bank reconciliation are in no way comparable. The price is set after scoping. As a guide, excluding VAT, most quoting and invoicing tools fall between 2,500 and 6,000 euros. A complete chain with reminders and bank reconciliation can reach 12,000 euros.
Will the invoices be compliant?
The mentions required in your country and for your status are noted during scoping and built into the document. We are not tax advisers: where a point depends on your particular regime, it is confirmed with your accountant, and the tool follows their answer.
Can my history be carried over?
Yes, if your data exists in an exportable form. Migration is a job in its own right and is priced separately: better raised during scoping than after delivery.
Can the client pay directly?
A payment link can be added to the document, which shortens the delay noticeably. That assumes an account with a payment provider, which you open yourself: we cannot do it on your behalf.
Might reminders upset a client?
The tone and the rhythm are yours, decided during scoping. A reminder that arrives on a fixed date, courteous and impersonal, generally lands better than an awkward phone call three months later.
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