Guides
Each guide takes one operating goal, such as getting paid, buying and receiving, or closing the month, and walks the BusinessIntents workflows behind it in the order a team runs them.
Every step links to the workflow overview, and from there to the step-by-step guide with who acts at each stage.
Not sure which guides fit your business? Describe how you work at office@codbex.com.
How the guides work
The use cases describe one workflow at a time. These guides put them in the order a business runs them and show where one hands off to the next: an accepted quotation becomes a sales order, a posted goods issue becomes a delivery note, an issued invoice waits for its payment. They describe what the product does today; they are not accounting, tax, or legal advice.
Before go-live
Walk this checklist once, before the first real document. Everything here is data you can change later.
Replace the “My Company” placeholder with the legal name, VAT number, address, IBAN, BIC, and bank name. They print on every document, and the base currency set here (EUR by default) fills every new invoice and payment.
Open the configuration guideVerify the shipped VAT rates (20%, 9%, 0%, and exempt) against your local rules before the first invoice; the standard rate is the default on every new line. Add dated rates for any other currency you invoice in.
Adjust the counters under Settings → Document Numbering to continue from the last number in your previous system. Invoices take their real number only at issue, so a rejected draft never uses one.
Create an Employee record for everyone who signs in; it links the login to their own records in the Personal workspace. Add colleagues to the groups that receive the tasks, such as Approver, Issuer, Payer, Manager, and Accountant.
See who does whatInvoices, payslips, reminders, and notifications are sent through the mail configuration of your installation, which is set up on the hosting side. Confirm it before you rely on a send step or on the weekly overdue reminder.
The national chart of accounts ships with every account inactive. Activate the accounts you use, create the current fiscal year, and enter the opening balances before the first posting.
Open the chart of accountsQuote to cash
Each step creates the next document in one click and keeps the link back, so the whole trail stays traceable.
Record the prospect, log calls and meetings as activities, and qualify or disqualify. Convert to Customer creates the customer record; Create Opportunity opens the deal, linked back to the lead.
Open the workflowTrack the expected value and win probability; the weighted value is computed for the pipeline reports. Stages advance one button at a time, and Create Quotation opens a draft offer with the deal's customer and currency.
Open the workflowPrice the lines from the catalogue, set Valid Until, print, and mark it sent. An unanswered offer expires by itself, and Generate Sales Order copies every line into a new sales order.
Open the workflowAn approver confirms the order and the storekeeper prepares the goods issue. Stock moves only when the issue is posted, and Create Delivery Note copies the customer and the lines in one click.
Open the workflowDraft, approve, issue, and send. The real invoice number is stamped only at issue, and a customer over their credit limit stops on a Credit Hold task for a human decision.
Open the workflowEnter the payment from the bank statement: it settles the customer's open invoices in the same currency, oldest first. Anything left over stays as credit and pays the customer's next issued invoice.
Open the workflowBeyond the one-off invoice
Three variations on the invoice flow, each ending in the same approval and numbering rules.
Describe a subscription once as an invoice template. At 04:00 on the first day of each month, quarter, or year, every active template creates a draft invoice that follows the normal approval flow.
Open the workflowA proforma is a payment request, not a tax document. Once the money is in, Generate Invoice creates the draft invoice, and at issue the waiting payment settles it.
Open the workflowAn issued invoice is never edited. Void it while nothing is paid, and it keeps its number; otherwise issue a credit or debit note from the same number series as the invoices.
Open the workflowProcure to pay
Buying runs in the same order every time: compare, commit, receive, register, approve, and pay.
Send one request for quotation, with products and quantities but no prices, to several suppliers. Enter each answer as a supplier quote, compare them in the Quote Comparison report, and select the winner.
Open the workflowGenerate Purchase Order copies the winning quote's lines, or you raise the order yourself. Set the receiving store; an approver confirms the order, and Print produces the PDF for the supplier.
Open the workflowThe storekeeper creates a goods receipt against the order, with the price you actually pay. When an approver posts it, stock goes up and that price becomes the goods' acquisition cost.
Open the workflowEnter it under the supplier's own invoice number and copy the lines from their document. Your internal PUR registration number is stamped only when an approver approves it.
Open the workflowApproval sends a Pay task to the Payer group, who confirm the payment. Until then the invoice counts on the Unpaid Purchase Invoices dashboard counter.
Wrong or damaged goods go back on a supplier return. When it is posted, the quantity leaves stock at its acquisition price.
Open the workflowStock control
Stock is never typed in: every quantity is the sum of posted movements, each linked to its document.
Stock on Hand shows the live quantity per product and store. Stock Movements explains it line by line, with a link to the document behind every movement.
Open the workflowA stock transfer moves goods between stores at the moving-average cost, so the average never drifts. Customer returns bring goods back into stock at cost.
Open the workflowA stocktake compares the counted and the system quantity when it is posted and turns every difference into one stock adjustment. Adjustments for damage, loss, or finds take effect as each line is saved.
Read the step-by-step guidePeople
Employees work from the Personal workspace and see only their own records; HR and payroll work from the application.
HR creates a vacation entitlement per employee and year, pro-rated automatically for a mid-year start. Without one, every paid leave request is rejected as Insufficient. Add next year's public holidays before January.
Open the workflowEmployees book leave in the Personal workspace. Days are counted without weekends and public holidays, the balance is checked automatically, and then a manager approves or rejects.
Open the workflowOne claim per trip, with a line per spend. The employee submits it, an approver approves it, and the payer confirms the reimbursement; the employee follows the status in the Personal workspace.
Open the workflowA salary change is a new salary assignment with a later valid-from date, never an edit, so the history stays complete. Record the month's bonuses and deductions as payroll entries.
Open the workflowCreating the run computes one read-only payslip per employee from the year's contribution scheme. An approver posts it, which makes it final, or rejects it so you can fix the inputs and run again.
Read the step-by-step guideAfter posting, every employee sees their own payslips, with each line of the calculation, in the Personal workspace. Nobody sees anyone else's pay.
Projects and time
Plan the project once; the timesheets and the invoice lines follow from it.
Create the project, its tasks, and its team with a billing rate per person, then set it to Active. At 02:00 on the first of every month, each active project gets its timesheet, prefilled with an 8-hour day per working day.
Open the workflowEach person adjusts the days that differ and submits from the Personal workspace. Employees see their hours, never the rates or amounts.
Open the workflowA manager approves each timesheet, which locks it. Generate Invoice on the project month creates a draft sales invoice with one line per employee at their billable amount, and marks the month Invoiced.
Open the workflowCustomer service
Every ticket keeps its conversation, its escalation, and its solution in one place.
Record the ticket with its requester, priority, and category. A triage task goes to the Agent group; if it sits untouched for a day, the ticket is flagged SLA Breached.
Open the workflowReply and add internal notes in the ticket's chat thread. Request info parks the ticket until the requester replies, then it returns to the Inbox by itself. Work open longer than three days is flagged too.
Write the solution when you resolve the ticket. It feeds the Solutions Knowledge Base report for the next similar case.
Read the step-by-step guideMonth-end
The workflows above leave their month-end work in the Inbox and the reports. This is the order to clear it.
Recurring invoice drafts are waiting in the Inbox from the first of the month. Approve the team's timesheets, then generate each project month's invoice.
Open sales invoicingApprovals, issues, postings, and payments wait there as tasks for a group. Claim a task before you work it, so no colleague works it twice.
How the Inbox worksOpen Items by Customer is the working list for collection calls, and every Monday at 08:00 customers with an overdue invoice get a reminder e-mail. Record each reminder on the invoice, from first reminder to final notice.
Open the workflowCreate one payroll run for the month, check the payslips, and have an approver post it.
Postings generated from issued invoices and recorded payments wait for the Accountant group to post them. Add manual entries such as rent and accruals, from an entry template where one exists. Posted entries are final; corrections are red storno entries.
Open the workflowThe trial balance counts posted entries only. Check it together with the customer and supplier balances, stock value, and monthly cost of sales, and export any report to CSV.
Open journal and reportsRules in every guide
They explain why a document waits, gets its number, or locks, whichever guide you follow.
Every approval, issue, posting, and payment is a task for a user group and appears in the Inbox of everyone in it. In a small company one person can belong to several groups.
A draft holds no stock, and a draft invoice, note, or journal entry uses no number. Nothing is final until it is approved, issued, or posted.
Issued invoices, posted goods documents, posted payroll runs, and posted journal entries are locked. Corrections are new documents: a void, a credit or debit note, a return, or a storno.
On-hand changes when a goods document is posted and is always calculated from the movement ledger. Stock adjustments are the one exception: each line takes effect as it is saved.
Continue the evaluation
These pages hold the single workflows, the roles behind them, and the reference for every module.
Decision-stage questions
No. They describe what BusinessIntents does today and how the workflows connect. Tax rates, the payroll contribution scheme, and the posting rules ship as defaults: verify them with your accountant against the rules that apply to you.
No. Each solution uses the parts that fit it: Retail and Wholesale rely on purchasing and stock, Professional Services on projects and time. The configuration guide lists which settings apply to which solution.
Not yet. A quotation becomes a sales order in one click and a posted goods issue becomes a delivery note, but the invoice is drafted on its own, and both order types keep their Confirmed status when goods move.
Settings such as tax rates, reminder levels, and leave types are data you edit yourself. Who approves what, and in which order, is part of the product; changing it is adaptation work agreed with the team at office@codbex.com.
Next step
Start the free demo and walk any guide from the first record to the finished document, or ask the team which guides fit your business.
Not sure which guides fit your business? Describe how you work at office@codbex.com.
