Lead to load to invoice
One order, start to finish, on the demo yard — Pinefield Building Supply, fictional data. Every step happens here. Only the accounting crosses into QuickBooks, and only through one audited door your admin controls. Four minutes to read; twenty to watch it live.
Step 1
The lead lands on the pipeline
Derek at Whitmore Custom Homes calls about Lot 12 at Aspen Ridge. The lead goes on the board with a stage, a priority, a due date, and a rep who owns it. From here on, follow-ups are reminders the system keeps, not things somebody has to remember.
Step 2
The estimate prices itself
Dana builds the framing package. Every line pulls Whitmore's contract price, or their tier's price, or base — automatically, in that order. Packages drop in as one set, a takeoff imports instead of being re-keyed, and cost and margin sit beside every line for the people allowed to see them.
Step 3
Won becomes a sales order without re-keying
Derek says yes. The estimate locks and sales order S-10001 is released from it, line for line — release one of what may be several drops. Nobody types the order a second time, so nobody types it wrong.
Step 4
What's not on the shelf becomes a purchase order
Ray raises P-10001 to Norwood Lumber for what the job needs. Special orders become purchase orders — several at once, one per supplier — and stock planning shows what the open orders will consume against what's on hand.
Step 5
The truck is received against the purchase order
When Norwood's truck arrives, receiving counts what actually came off it — not what was ordered. Short means short, the purchase order says so, and the supplier's bill is matched three ways (order, receipt, bill) before it is paid.
Step 6
The yard picks it on a phone
The pick list on a phone in the yard: three of five lines picked so far, substitutions and backorders handled where the material is, not back at a desk. It works offline and catches up when the signal returns.
Step 7
Dispatch puts it on a day, a truck, and a driver
The board is the week: Flatbed 1, Priya, 7:30 AM. A will call never appears here — nobody drives it. Every delivery has a day, or the board says which ones don't.
Step 8
Delivered — with proof
The driver photographs the loaded truck before it leaves the yard, photographs the drop on site, and captures a signature — and each one is stamped with how far from the site address the phone was when it was taken. "We never got it" ends here.
Step 9
The invoice drafts from the sales order
Never typed from scratch, and only for what was delivered. The receiving-versus-billing guard reads what QuickBooks already invoiced, so a load is never billed twice — and if the system doesn't know, it refuses rather than guesses.
Step 10
One audited door into QuickBooks
Every write to QuickBooks passes through this one screen: the switch, the queue, and the record of what crossed and when. QuickBooks refuses any change built on a stale reading, so a push can fail — it can never overwrite somebody's work. Your accountant keeps working exactly as before.
Step 11
The assistant, along the way
At any step, a person can ask the assistant to write up an order, draft the follow-up to Derek, start a return, attach a document, or answer a where-is-it question. It drafts; a person approves. It never writes to QuickBooks.
Want to see this run on your own numbers?
Twenty minutes, on a real order, no sales pitch.