Keep every customer promise connected.
Sales order management from quote to fulfilment.
Agree the price, check available stock and confirm what you can deliver. Cobalt keeps the order, warehouse activity, invoice and customer account together.
Can we deliver the full order on Friday?
Check stock on hand, existing commitments and the next receipt before agreeing a date. Carry the agreed quantities and terms into the order and fulfilment work.
Can we deliver all 400 cases on Friday?
One question brings sales, stock, purchasing and delivery into the same conversation.
Sales · stock · purchasingIllustrative records| Record | Quantity | What it means |
|---|---|---|
| Stock on hand | 480 cases | Physically available |
| Existing commitments | 160 cases | Reserved for other orders |
| Expected Monday receipt | 80 cases | Incoming supply |
320 cases for Friday. 80 expected Monday.
480 less 160 leaves 320 cases available. Confirm the incoming receipt and agree a split delivery before changing the promise.
- Quotes — build a quote with current prices and stock, and send it to the customer to review.
- Customer-specific pricing — each customer's agreed prices fill in automatically, so nobody has to look them up.
- Stock reservation — confirming an order sets the stock aside, so you can see what's genuinely free to sell.
- Approval flow — you can require approval on orders before stock goes out, using rules you set.
- Invoice generation — raise the invoice straight from the approved order, with VAT worked out for you.
- Audit trail & status — see where every order is and who changed what, from start to finish.
Keep the customer relationship connected to the order.
Before there is an order, there is a customer, a conversation and a next step. Keep leads, opportunities, contacts and follow-ups together so the sales team can see the history behind a quote.
See what needs a follow-up
Review the sales pipeline, the value of the opportunities in it and the next actions. Leads and sales-pipeline tools are included from Growth.
Carry the agreement into the sale
Prepare a quote using the customer’s terms, then keep the accepted quantities and prices with the order. Check stock and approvals before promising fulfilment.
Keep the customer informed
The customer portal brings quotes, orders and invoices into one place. Customers can accept a quote and see their documents without asking your team to resend them.
Customer-portal quote acceptance is included on every plan; leads and pipeline begin with Growth. Read about the customer portal or compare the sales features in each plan.
Type it once, and always know where an order is.
When quotes, orders and invoices live in different tools, margin slips away through double entry, wrong prices and 'where's my order?' emails.
One record from quote to invoice, so nobody retypes customers, products or prices between tools.
Live stock stops you promising goods that are already set aside for another order.
Sales, the warehouse and finance all see the same live order status, so there's less chasing and no tracking spreadsheet.
Linked to stock, purchasing and your accounts.
Sales orders are linked to the rest of Cobalt ERP.
An approved order reserves stock; dispatch reduces the quantity on hand. When supply runs low, you can raise a purchase order to top it up. Posted invoices feed your accounts. From Growth, supported Xero and QuickBooks connections and enhanced accountant exports are available; ordinary CSV exports are included on every plan. For the full picture, from a customer accepting a quote to getting paid, see quote to cash.
Frequently asked questions.
What is sales order management software?
It's software that handles everything on the selling side, from quotes and confirmed orders to prices, stock, approvals and invoices. Having it in one place means you don't retype information between separate tools.
Can I set customer-specific pricing?
Yes. Cobalt ERP applies each customer's agreed prices to every order line automatically, so the right price is used without anyone looking it up.
Does it reserve stock when an order is placed?
Yes. Confirming a sales order sets the stock aside, so your team can see what's genuinely free to sell and avoid selling the same stock twice.
Can orders require approval before fulfilment?
Yes. You can require approval on orders before stock goes out, and every change is recorded.
Does it create invoices automatically?
You can raise an invoice straight from an approved sales order, with VAT worked out for you, so nobody retypes the order into a separate invoicing tool.
Will it work with my accountant's software?
Yes. Cobalt ERP produces VAT-ready invoices and connects directly to Xero and QuickBooks, keeping them up to date as you trade (Growth plan and above). For Sage or any other package, you can export clean CSV files for your accountant.
Related pages.
Run your sales orders in one place.
From quote to invoice, with live stock and approvals and no spreadsheets. Sign up and take your first order this week.
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