Quote to cash
From the customer’s request to the money in the bank.
Quotes priced from the customer’s own history, subscriptions that invoice themselves, invoices checked before they go out, and reminders that read the reply. One ledger underneath, so every step is already in the books, and AI employees doing the legwork behind your approval.
1 · Quote
A request comes in. A priced draft comes out.
A customer asks for prices in an e-mail, a WhatsApp or a pasted list. aicroo reads it into lines, finds each item in your catalogue — by its code, by its name, or by what this customer calls it — and prices every line.
Every price has a reason
The price list is the anchor, adjusted by what this customer last accepted or was invoiced, and the line says which. A price the customer already turned down is not offered again as if it would win.
Your rules hold while you type
A margin under your floor, a discount, a payment term or a total beyond your limit is flagged while the quote is being written — whoever writes it — and, if you choose, needs approval before the quote can be issued.
Sales does the drafting
The Sales AI employee prepares the draft from the customer’s own message, sets a follow-up call for the quotes the customer opened and never answered, and proposes a revised offer within your discount cap. Paste a request into the form or ask L.U.C.A. and you get the same draft.
It learns what wins
Accepted, rejected and expired quotes feed back into the next one: which prices close, and which items customers buy together.
Worked by Sales
Under control
The model reads the request and chooses among the items the database offered. It never sets a price: prices come only from your price lists, your history and your rules, through the same engine that prices an invoice.
2 · Accept
The customer chooses, accepts and pays the deposit.
The quote goes out as a link to the customer portal, where it can be read, adjusted within what you allowed and accepted, without a PDF going back and forth.
Approved before it goes
A quote that breaks one of your blocking rules goes through your approval workflow before it is issued, like any other document.
Options the customer picks
Optional lines and quantities within a range, re-priced as the customer chooses them.
Conditions accepted, on the record
Your general conditions travel with the quote, and acceptance records the tick that says the customer read them.
A deposit on acceptance
Acceptance can raise an advance invoice for the deposit, which the final invoice deducts.
3 · Subscribe
Contracts that invoice themselves.
A subscription is a contract that drives a recurring invoice: what is billed, when, at what price, and what changes at renewal. The invoices it produces are ordinary invoices, in the same books.
Plans and add-ons
Offer plans many customers subscribe to, with add-ons and prices that move by version, or write a contract for one customer.
Ramps, tiers and minimums
Prices that step up over the contract, volume or graduated tiers per line, and a minimum commitment the invoice never falls below.
Changes, prorated
An amendment mid-period is prorated by day. A renewal notice names the price the renewal will carry, before it does.
Customers serve themselves
From the portal a customer signs up to a plan, changes a quantity or cancels, and sees its invoices and its prepaid balance.
Prepaid credits
Sell packs of sessions or a balance in euros, and let invoices draw them down.
The numbers a subscription business runs on
Monthly recurring revenue, churn, net revenue retention and the renewals coming due, by plan.
Worked by Collections
4 · Invoice
Checked before it posts, sent without being asked.
Every sales document is priced by one engine, so a quote, an order and its invoice cannot disagree about a price. Before an invoice posts, it is compared with what this customer usually buys.
An unusual invoice is caught
Before posting, a price far from the customer’s usual or a quantity out of its pattern is shown with the reason, before anything reaches VERI*FACTU. An invoice a subscription or a template generated is held as a draft instead of going out.
Sent on its own
Turn on automatic sending for a subscription or a recurring template, and each invoice it produces is e-mailed to the customer as it posts, with the outcome recorded.
Revenue in the month it is earned
A line invoiced in advance for a service period is posted as deferred income and released month by month as it is earned.
5 · Collect
Reminders that read the reply.
Card, PayPal, direct debit or a Pay button in the portal take the money. For what is left unpaid, the Collections AI employee works one ladder of reminders across e-mail and WhatsApp, and treats an answer as an answer.
One ladder, two channels
Each step of the ladder goes by e-mail, WhatsApp or both, and the WhatsApp message carries a Pay button.
A reply is not ignored
A promise to pay is recorded and the ladder waits for it; a dispute holds the invoice; new details become a change a person approves.
Someone else at the customer
When the first contact goes quiet, the reminders also reach accounts payable, finance or a manager, under the same ladder.
Before the card fails
A saved card that is about to expire is asked to be renewed thirty days ahead, by e-mail and WhatsApp.
Matched when it lands
The Bookkeeper reconciles the bank line against the invoice it pays, or the several invoices one transfer covers, and a processor’s payout is broken back into the charges it covers.
Worked by Collections
Under control
Each reminder the AI employee writes waits for a person’s approval before it goes. WhatsApp respects consent, opt-outs, business hours and your monthly cap — and when it cannot reach the customer, the e-mail goes instead and the record says why.
Why one system
The ledger is the billing system.
Nothing to sync
The quote, the invoice, its VAT and the payment that settles it are entries in the same books. There is no billing tool on one side and an ERP on the other waiting for a nightly export.
An engine computes, AI does the legwork
Prices, taxes and totals are computed by the database, the same way every time. AI employees read requests, draft quotes, write reminders and chase — never the arithmetic.
Spanish invoicing in the core
VERI*FACTU, Facturae, SEPA direct-debit mandates and documents in the customer’s language are part of the same flow, not an add-on at the end.
See a request become a quote.
Book a demo and send us a request the way your customers write them.