The basic flow
Register the customer once
Store the company, contact, phone, email, address, industry, lead source, and consultation history in CRM. The same record can later be searched from quotations, invoices, packing lists, and supplier-related workflows.
Build a reusable Item Master
Register products and services with Our Part No., description, unit, supplier, purchasing cost, Book Cost, selling prices, and category. Freight or engineering services can also be registered as reusable items.
Create the quotation
Select a customer and registered items instead of retyping them. Choose a price level, adjust quantity and unit price, set delivery and payment terms, and save or print the quotation.
Convert the approved order to an invoice
Once the customer accepts, convert the quotation to an invoice. Bill To, Ship To, and line items move forward so the same information does not need to be entered again.
Issue the invoice and prepare shipment
Issuing an invoice creates a linked Packing List in Pending status. Add carrier and tracking details, then move the shipment from Pending to Shipped and, when useful, Delivered.
Confirm revenue
When the sale is complete, Revenue Confirmed records item-level sales history. The sales line keeps the relevant Book Cost so sales amount, gross profit, and gross margin can be analyzed later.
Review, export, and back up
Use Sales Status and Management Summary to review the result. Export important data to CSV regularly and keep your own copies outside the service.
Example: a small industrial distributor
A five-person distributor receives an inquiry for ten components. The salesperson searches the customer in CRM, selects the products from the Item Master, creates the quotation, and sends the PDF. When the order arrives, the quotation becomes an invoice. The invoice creates a packing list for shipping, while the purchase team can create a supplier PO using the same item information. When the transaction is complete, the sale appears in Sales Status and Management Summary.
| Business event | ERPHAUS record | Why it matters |
|---|---|---|
| Customer asks for price | CRM + Quotation | Customer history and commercial terms stay together. |
| Customer places order | Quotation → Invoice | Approved information is reused instead of typed again. |
| Goods are prepared | Packing List | Shipment quantities, destination, carrier, and tracking are recorded. |
| Supplier order is needed | Purchase Order | Purchasing uses supplier and item information already stored. |
| Sale is completed | Revenue Confirmed | Item-level sales and Book Cost become available for margin analysis. |
| Owner reviews month | Management Summary | Sales, customers, categories, gross profit, and pipeline are visible in one place. |
Why document snapshots matter
Customer information changes. A company may move, a contact may leave, or a delivery address may be different for one shipment. ERPHAUS therefore keeps Bill To and Ship To information with the individual transaction. Later CRM edits do not need to rewrite the historical document.
What ERPHAUS does not try to be
Not a replacement for professional tax advice
Expense and sales records can support bookkeeping, but tax classification, filing, and legal compliance should be reviewed with qualified professionals when required.
Not the only copy of your data
Online systems can experience technical problems. ERPHAUS encourages users to export CSV data regularly and retain their own business backups.
Ready to explore the modules?
Read the feature overview or apply for Community access. Approved users can use the operational ERP workspace and participate in topic-based Community rooms.