Partial deliveries and progress invoices for a furniture maker.
How a contract furniture factory in Muar stopped spending days working out what to bill after every delivery.
SO-0881 · Varendra Fit-Out · hotel, Melaka
Deliveries3Items5Invoices1Delivered Tue 29 Sep · signed
Delivered today · signed 2:40 pm
Lorries booked for Wed 21 Oct
| Item | Ordered | Lot 1 · 29 Sep | Lot 2 · today | Lot 3 · 21 Oct | Left to deliver | |
|---|---|---|---|---|---|---|
| Bedside table | 360 | 120 | 120 | – | 120 | |
| Wardrobe 1.2 m | 180 | 60 | 48 of 60 | – | 72 | |
| Writing desk | 180 | 60 | 60 | – | 60 | |
| Luggage rack | 180 | 60 | 60 | – | 60 | |
| TV console | 180 | 60 | 60 | – | 60 |
Lorry 3 · 6:00 am
2 drops · staged by Sapuan
On screen: Delivered in lots, billed for what was delivered.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Contract furniture maker, Muar, Johor
- Team
- About 70 staff, 4 lorries
- Customers
- Hotels, hostels and fit-out contractors
- First version
- 4 weeks
- Project size
- Business system, from RM 15k
How deliveries were billed before.
Hotel orders delivered floor by floor, and billed from a stack of signed DOs.
One hotel order meant five items, three lots and dozens of delivery orders. The balance lived in an Excel sheet.
When a lot went out short, the DO was corrected by hand. Sometimes the invoice was not.
After each delivery, accounts spent days matching signed DOs to the order before they could bill.
Three steps from the loading bay to the invoice.
The lorries still leave at 6 am. What is loaded, signed and billed is now one record.
One order, delivered in lots. The balance always known.
Each sales order is split into lots by floor or date, and short items move to the next lorry.
SO-0881 · Varendra Fit-Out
Deliveries3Items5Invoices1Signed on site, item by item, even when it’s short.
The driver confirms what was unloaded, the site supervisor signs, photos are attached, and anything short stays on the order.
Floors 5–6
Varendra hotel site, Melaka · SO-0881 · Rusdi
Each delivery becomes an invoice, less the deposit.
Each invoice covers exactly what was delivered, and goes to AutoCount and MyInvois in one step.
Progress invoices
To bill3Sent2Paid3| Delivery | Delivered | Less 20% | To bill |
|---|---|---|---|
| Varendra Fit-OutSO-0881 · Lot 2 · today 2:40 pm | 199,200 | −39,840 | 159,360 |
| Morvista HostelsSO-0876 · Lot 1 · today 9:40 am | 74,400 | −14,880 | 59,520 |
| Kalvera OfficesSO-0879 · Lot 3 · today 11:50 am | 37,350 | −7,470 | 29,880 |
Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
Everyone who touches a delivery.
From the order to the lorry to the invoice, each person updates the same record.
- SDSales coordinator · Syuhada
Splits each order into lots, and answers “what’s left?” in seconds.
- SPLoading bay · Sapuan
Stages each lorry from the lot list, and marks what is short.
- RUDriver · Rusdi
Gets each delivery signed on site, with photos.
- WNAccounts · Wan Nor
Bills each delivery the same day, with the deposit already taken off.
- BHOwner · Bahari
Sees delivered, billed and paid for every order.
- Signed deliveries are billed the same day.
- The deposit comes off every invoice, every time.
- Everyone knows what is left to deliver.
The lorries first, then the billing.
Drivers used it after four weeks. Progress invoices were added three weeks later.
Deliveries in lots
Billed the same day
Deliver in parts? Let’s make billing simple.
Questions about this system.
What did this project cost?
Business system, from RM 15k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included.
Can it handle retention as well as deposits?
Yes. If your customers hold back a retention sum, it is taken off each progress invoice and tracked until it is released.
What if the site supervisor won’t sign on a phone?
The driver can photograph a signed paper DO instead. It is attached to the delivery in the same way.
Does it work with AutoCount?
Yes. Sales orders come from AutoCount, and progress invoices go back into it, so nothing is typed twice.
Who owns the system?
You do. You get the source code, your data, the documentation and admin access.
Another question? 
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