One system for the whole trading cycle.
Cobalt covers four jobs that usually live in separate tools or spreadsheets. Because they share one database, every number reconciles by default.
Raise purchase orders, receive goods and match supplier invoices — so what you owe reflects what actually arrived.
Live quantities across every location, updated automatically by every receipt, sale and adjustment.
Quote, confirm and invoice — from first enquiry to cash, without re-keying a thing.
Approvals, a full audit trail and reports sit over everything, so nothing moves without a record.
Master data and transactional data.
Two kinds of records sit underneath every process. Master data is what you set up once; transactional data is what flows every day — and always points back to it.
Every transaction points back to master data. A sales order references a customer; its lines reference products and a price list; the result posts to the ledger. That link is what each chip on the steps below stands for — Customer, Supplier and Material are master data; orders, receipts, invoices and stock movements are transactional.
Order to cash.
How a deal moves from a first enquiry to a payment-ready invoice, with stock and the ledger kept in step the whole way.
- Quotation. You draft a quote for a customer and add the products they want. Each line pulls its price from that customer's price list and applies the right VAT, so totals are correct before anything is sent.
- Sales order. When the customer accepts, the quote becomes a sales order in one click — no re-keying. Cobalt reserves the stock for that order so it can't be promised to anyone else, and queues it for approval.
- Approved. An authorised user reviews and approves the order against your rules. On approval the reserved stock is issued, and exactly who approved what — and when — is written to the audit trail.
- Invoice. The invoice is raised automatically from the approved order. It posts to your sales ledger and VAT control and goes out to the customer — closing the loop from first quote to cash with the numbers reconciled.
Procure to pay.
How stock gets replenished and supplier bills get checked — so you only ever pay for what was ordered and actually arrived.
- Purchase order. You raise a purchase order to a supplier for the materials you need — to restock or to fulfil a specific order. Quantities, agreed prices and expected dates are captured up front, so everyone knows what's coming and at what cost.
- Goods receipt. As the delivery arrives you book it in — in full, or partially if it comes in batches. Stock goes up at the receiving location the moment goods are received, so availability is always live and accurate.
- 3-way match. When the supplier's invoice arrives, Cobalt matches it against the purchase order and the goods receipt. Prices and quantities have to agree before anything is approved — so overcharges and short deliveries are caught, not paid.
- Supplier invoice. Once it matches, the invoice is approved and posted to your purchase ledger and VAT, ready for payment. What you owe always reflects what actually arrived — not just what was ordered.
Where the two processes meet.
Sales and purchasing aren't separate islands — they share the same stock and the same ledger, with control over both.
Purchases push stock up the moment goods are received; sales reserve it, then issue it on approval. One live quantity per location — never a warehouse spreadsheet that disagrees with the system.
Sales invoices land in accounts receivable, purchase invoices in accounts payable, and both feed VAT. Your accounts become a by-product of trading instead of a month-end scramble.
Approvals gate both flows and every change is logged. You can always answer who did what and when — across sales, purchasing and stock.
See it running on your own data.
Import your customers, products and stock, set your rules, and watch a real order move through the whole cycle — usually under a week. No consultants needed, no six-month rollout.
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