Workflows / Billenta
Keep what you sell connected to the documents you create.
A product list is useful when it reduces repeat work. Billenta puts your inventory alongside customer documents so descriptions and prices are easier to reuse and stock is easier to check before committing to a sale.
Build a reusable product catalogue
Create product records with clear names and the information your team needs when preparing documents. For physical goods, enable stock tracking and maintain quantities. Keep service descriptions distinct from tracked products: a consultation and a box of parts do not need the same stock behaviour. A consistent catalogue also makes it easier to spot duplicate or outdated entries.
Check availability before promising delivery
Review the stock position before preparing a customer offer. Reuse catalogue items where appropriate and check the quantity on the document. A quotation is an offer, so do not treat an offer alone as proof that goods have been sold or delivered. Review the document status and the stock movement associated with the workflow you are using.
Keep stock adjustments explainable
Purchases, sales, damage and corrections affect stock for different reasons. Keep product quantities up to date when physical stock changes, and investigate differences instead of silently changing a customer document to force a match. Stock tracking is only as useful as the movements recorded by your team.
Inventory is different from expense tracking
Inventory answers what products you have available. Expenses record what the business spent. Buying stock may involve both workflows, but they answer different questions; recording a cost does not by itself establish a reliable physical count. Use inventory for availability and expenses for spending, then review your wider business activity in reports.
Before you finish
- Catalogue names are consistent
- Only relevant products have stock tracking enabled
- Stock is checked before promising availability
- Adjustments are reviewed against the physical count
Can a service business use Billenta without stock tracking?
Yes. Documents can contain service line items. You do not need to treat every service as a stock item. Check the pricing page for the inventory features included in each plan.