TexaCore is a general ERP for business owners and accountants, bringing accounting, inventory, and sales together in a free-forever desktop edition that works offline. Check the current subscription catalogue for cloud pricing, trial terms, and current limits.
· TexaCore
The short answer
Sales are lost in the gaps between the lead, the quote, the invoice and the cash box: a customer nobody called back, a quotation retyped into an invoice at a different price, a payment that never reaches the invoice, a balance quoted in a currency the customer does not use. TexaCore connects the chain. A lead and its opportunity sit on a board with an owner; a numbered quotation is built from the opportunity’s basket; order, delivery and invoice follow on one sheet; a receipt moves the invoice to partly paid or paid; and a customer statement can be opened in any currency and sent as a link that the customer confirms or disputes. The follow-up board highlights quiet opportunities and overdue tasks but sends no automatic reminders, and a quotation made from the opportunity basket must be in a single currency.
Where the follow-up breaks
Between the first message and the money, the same few things go wrong:
- Leads live in chats and notebooks. There is no owner, no stage and no date for the next step.
- Quiet opportunities are forgotten. Follow-up depends on someone remembering, and the customer who did not answer is the one who is dropped.
- The quote is retyped. A spreadsheet quotation becomes an order and then an invoice, and prices or quantities change on the way.
- Several currencies, several answers. The quote is in one currency, the invoice in another and the payment in a third, so the rate used is arguable and the balance depends on who calculates it.
- Discounts and credit are agreed verbally. The person who gives a discount is the one who approves it, and a customer over the credit limit is served anyway.
- Payments do not reach the invoice. Cash is received but the invoice still shows as open, so a customer is reminded of a debt already paid.
- Balances are disputed. The statement is a screenshot that does not match the delivery notes.
What it costs the business
The effects are qualitative; how large they are depends on your sales volume and can only be measured on your own records.
- Sales that never close. Enquiries go cold because nobody had the next step in front of them.
- Late collection. Money already owed waits longer because the invoice, the receipt and the statement disagree.
- Margin lost quietly. Unapproved discounts and unexamined credit reduce profit without appearing in any report.
- Arguments about rates and balances. Time goes into explaining a figure instead of agreeing it.
- A team that cannot see its own workload. A manager cannot tell who has too many open items and who has none.
- Customers lose confidence when different people give them different numbers.
What a connected sales chain means
A connected chain has five hand-offs, and each should happen once: the lead becomes an opportunity with an owner; the opportunity becomes a quotation; the accepted quotation becomes an order, a delivery and an invoice; the invoice receives payments; and the customer’s statement shows all of it. When each step is a document linked to the one before, nothing is retyped and a figure changes in one place only. For the statement itself see how to follow invoices, payments and the balance.
With several currencies, the rule that matters is that every foreign-currency amount carries its own rate. IAS 21 asks for a foreign-currency transaction to be recorded at the spot rate on its date, and for the exchange differences that arise when a balance is settled at another rate to go to profit or loss. A statement that can be read in the customer’s currency, in the company currency or in a third makes the same balance explainable to everyone.
How TexaCore solves it
Each row is a published capability of the CRM and sales and purchases modules, with the accounting module for currencies. All of them are available today.
| The problem | What TexaCore does | Status |
|---|---|---|
| Leads live in chats and notebooks | A lead record with category, lifecycle stage, source and priority, connected to its opportunities and activities. Opportunities sit on a board or list with configurable statuses and an owner. | Available today |
| Quiet opportunities are forgotten | Tasks by owner and department with priority, category and due date, in list and calendar views; a comment with a follow-up date creates a linked task. A follow-up board shows unread inbound updates, opportunities quiet beyond their stage threshold, overdue tasks and unassigned opportunities. | Available today |
| The quote is retyped | Collect the products of interest in the opportunity basket and create a numbered quotation linked to it. Order, delivery and invoice drafts open from the pipeline with the customer’s details filled in, and quotation, order and invoice share one lines grid and stage strip. | Available today |
| Discounts and credit are agreed verbally | A customer’s price comes from their own list, then their group’s list, the default list, then the item price; discount and credit limit follow the same order. Approval rules can require approval always, above an amount or discount, or when the customer exceeds the credit limit. The server enforces them, and approvers cannot approve their own document (the owner excepted). | Available today |
| Goods delivered in parts | Create a delivery note from an order, independent of the invoice, and deliver the order in several parts. | Available today |
| Several currencies, several answers | The company keeps one base currency; documents and entries can be in other currencies, and a foreign-currency line cannot be saved without an exchange rate. A quotation made from the opportunity basket must be in a single currency. | Available today |
| Payments do not reach the invoice | Collect a payment or the full balance from the invoice; a confirmed receipt moves the invoice to partly paid or paid. | Available today |
| Balances are disputed | Open a customer’s statement in its own currency, the company currency or another one, at each transaction’s rate or at today’s rate. Print, PDF, Excel or Google Sheets from the share centre, or a frozen public link with an expiry and a revoke option that the customer can confirm or dispute. | Available today |
| Sending the quote and the statement | Prepare a message and a quotation or statement link for WhatsApp, Viber, Telegram or email from one dialog. The messaging apps only open for you to finish sending, so delivery or reading is not confirmed. | Available today |
Know the limits. The follow-up board highlights items for your team to review; a due date does not create an automatic reminder. Price lists come in through import, and there is not yet a price-list editor in the app. There is no bank reconciliation yet.
How to start
- Name the stages your enquiries really go through, and rename or add statuses on the board to match.
- Import customers with their opening balances from Excel or CSV, and set the base currency and the rates you use.
- Set the rules once: the discount level and the credit limit above which a manager has to approve.
- Run a week of new enquiries on the board, giving each an owner and a dated next step, and read the follow-up board every morning.
- Send the first statement as a link to a customer who often asks about their balance, and see whether they confirm or dispute it.
Cloud plans start with a 30-day free trial, and the pricing page shows what each plan includes. What runs on your own computer, offline, is described on the free Desktop Edition page.
About this article
Published by TexaCore. It explains general ideas in plain terms; accounting policy, tax and statutory rules are not covered, so confirm them with a qualified accountant. Statements about TexaCore describe the modules’ published pages on the date above, and each feature row carries its status. The outside standard used is listed under Sources.
Related reading
FAQ
- How do I follow a customer from the first enquiry to payment in one system?
- Record the lead and its opportunity on the board, build a numbered quotation from the opportunity’s basket, open the order, delivery and invoice drafts from the pipeline, collect the payment from the invoice and send the customer a statement.
- Can I work with several currencies in the same sales cycle?
- The company keeps one base currency and documents can be in other currencies, with an exchange rate on every foreign-currency line. A quotation created from the opportunity basket must be in a single currency. Statements can be read in the customer’s currency, the company currency or another one.
- Does TexaCore remind me automatically to follow up?
- No. The follow-up board highlights quiet opportunities, overdue tasks and unassigned opportunities for your team to review, and a due date does not create an automatic reminder.
- How does a customer confirm a balance?
- You create a frozen public statement link with an expiry and a revoke option, and the recipient can confirm or dispute the balance. Print, PDF, Excel and Google Sheets are also available from the share centre.
- Can I limit discounts and credit?
- Yes. Approval rules can require approval always, above an amount or discount, or when the customer exceeds the credit limit. The server enforces the rule, and approvers cannot approve their own document, except the owner.
- Does a payment update the invoice?
- Yes, when you collect from the invoice: a confirmed receipt moves it to partly paid or paid. There is no bank reconciliation yet.
Sources
- IAS 21 The Effects of Changes in Foreign Exchange Rates — IFRS Foundation / IASBA foreign-currency transaction is recorded at the spot exchange rate on its date, and exchange differences on settlement are recognised in profit or loss.