Quote to Invoice Automation in 48 Hours

Q: Can I test this workflow without going live to all sales reps?

Yes. Create the workflow in Orin and route it only to a pilot group (3–5 sales reps) for two weeks. Monitor the approval and invoicing logs. Once you're confident, roll it out to the full team.

Q: What if a customer rejects the contract and asks for changes?

Set the contract status to 'Revisions Requested' and route it back to the deal owner. Once they've made changes, update the contract in Orin and send a new signature request. The original signed version remains in the audit trail.

Q: Do I need to submit e-Faktur invoices manually to DJP, or does Orin do it?

Orin generates the e-Faktur-compliant XML with all required fields. You or your accountant submit it to DJP's portal. Some accounting packages (like Xero Indonesia) can do this in batch; check your software's integration.

Q: What if my approval threshold is dynamic—e.g., discounts over 20% need director sign-off?

Add a conditional rule in the workflow: if discount_percent > 20, route to director; else route to finance. Orin's workflow editor supports this branching logic natively.

You have a sales team that quotes on Monday and invoices the customer seven days later. Somewhere in that gap, a PDF sits in someone's email, a signature goes missing, and your accountant discovers the invoice never matched the quote. By the time you find it, you've already dunned the customer for payment, and the audit trail is a mess. This playbook closes that gap in 48 hours. You'll build a native workflow that moves a quote through approval, contract signing, and automatic invoicing—with a real-time audit trail for compliance in Malaysia, Indonesia, and Singapore. No Zapier scripts, no custom code, no integration broker. Just your CRM, contracts, and invoicing working as one pipeline. Hour 0–4: Map your current state and design the gates Before you build anything, trace how a quote actually moves through your business right now. Pull three recent deals from your CRM and follow them: Who creates the quote? Sales rep, account manager, or proposal system? Who approves it? Finance, ops, or a discount threshold rule? Who signs the contract? Customer, then you, or both? Who triggers the invoice? Manually after signature, or automatically on deal close? Where does compliance live? GL account code, tax ID validation, currency proration? Write these down in a single document. This becomes your routing map. Most small-to-mid businesses have three gates: deal approval, signature collection, and invoice generation. If you have five or more, you have a process problem that automation will not fix—address that first. Hour 4–12: Build the quote template and approval rule In Orin, create a custom field on your CRM deal object called Quote Status with these values: Draft Pending Approval Approved Signed Invoiced Next, design your quote document template. If you use Word or Google Docs today, copy that structure into Orin's template editor. Include these fields: Customer name, tax ID (NPWP for Indonesia, NRIC for Malaysia) Line items with quantity, unit price, tax code Total, tax, grand total Payment terms (Net 30, due date, late fee clause) Approval signature lines (for your rep and finance) Customer signature line Quote valid until (date) For Malaysia: add a SST Registration Number field to your company header. For Indonesia: add NPWP and PKP Status fields. For Singapore: add GST Registration Number . Now create a workflow rule: when a deal moves to Pending Approval , send an approval notification to your finance contact with a direct link to the quote PDF. Set a timeout of 48 hours. If no approval by then, escalate to the deal owner's manager. Most approval delays happen because the approver never sees the request. Make the notification a clickable link to a PDF they can sign off on in the CRM, not a separate email attachment. Hour 12–24: Sync quotes to contracts and route for signature Once a quote is approved, it must flow into your contracts system. In Orin, create a contract that mirrors your quote template. The contract should pull these values directly from the approved quote: Customer name, email, tax ID Line items and totals Payment terms and due date Service dates (start and end) Set up a workflow: when Quote Status = Approved , automatically create a contract in draft state and tag it with the customer's email address. Add a signature request with a two-step flow: Customer signs first (they receive an email link to sign) Once signed, your authorized signer receives a notification to countersign Store the signed PDF in a dedicated folder linked to the deal record. This becomes your audit trail. For SE Asia compliance: Malaysia (MyInvois): E-signatures under the Digital Signature Act 1997 are legally binding. Store the timestamp of signature with the document. Indonesia (e-Faktur): E-signatures must comply with Law 21/2011 on Electronic Transactions. Capture IP address and timestamp. Singapore: E-signatures are recognized under the Electronic Transactions Act. Document is valid the moment both parties have signed. Set the contract to auto-expire if not signed within 7 days. When it expires, send a reminder to both the customer and your sales rep. Hour 24–36: Design the auto-invoice trigger and field mapping When a contract is fully signed, you need an invoice to be generated automatically. Create a new workflow: when contract status = Fully Signed , trigger an invoice creation with these mappings: For Malaysia (MyInvois compliance): invoice_buyer_tin → Customer NRIC or Company Registration Number invoice_seller_tin → Your SST Registration Number invoice_date → Today's date invoice_due_date → Quote payment terms + invoice date line_tax_code → 'SR' (Standard Rated), 'ZR' (Zero Rated), 'EX' (Exempt) based on item line_tax_percent → 6% for standard rate invoice_total_before_tax → Sum of line totals invoice_total_tax → Sum of (line_amount × tax_percent) invoice_total_after_tax → Before tax + tax For Indonesia (e-Faktur compliance): buyer_npwp → Customer NPWP (15 digits) buyer_pkp_status → 'PKP' if registered for VA