The quote-to-cash document registry
- 01
Client Intake Form →
Use it: A new lead or client is ready to describe the work they need.
Handoff: Turn the intake into an estimate or quote.
- 02
Estimate & Quote →
Use it: You have enough information to price a prospective job.
Handoff: Convert an accepted quote into a work order.
- 03
Work Order →
Use it: A quote is approved and the work is ready to schedule.
Handoff: Track changes with a separate change request.
- 04
Change Request →
Use it: The client or team wants to change previously approved work.
Handoff: Attach the approved change to the work order and invoice.
- 05
Employee & Contractor Timesheet →
Use it: Time needs to be reviewed before payroll, contractor payment, or client billing.
Handoff: Use approved hours in payroll or an invoice.
- 06
Mileage & Expense Log →
Use it: A worker or owner needs to document reimbursable or business expenses.
Handoff: Attach supporting receipts and route the total for review.
- 07
Purchase Order →
Use it: Your business is authorizing a supplier purchase before an invoice arrives.
Handoff: Match the delivery and vendor invoice to this purchase order.
- 08
Packing Slip →
Use it: Goods are being shipped or handed to a customer or job site.
Handoff: Keep a signed or noted copy with the order record.
- 09
Business Invoice →
Use it: Approved work, goods, or a billing milestone is ready to be charged.
Handoff: Issue a receipt when payment is recorded.
- 10
Credit Memo →
Use it: You’re issuing a credit for a return, discount, billing error, or goodwill adjustment.
Handoff: Apply against the original invoice or issue a refund receipt.
- 11
Payment Receipt →
Use it: A client payment has cleared or been accepted.
Handoff: Attach the receipt to the client and invoice record.
- 12
Past-Due Invoice Notice →
Use it: An invoice has passed its due date and no payment or arrangement is recorded.
Handoff: Log the contact and follow your documented collection policy.
- 13
Project Closeout Checklist →
Use it: The practical work is complete and the project needs an orderly handoff.
Handoff: Archive the approved records according to your retention policy.
Three practical controls
Give every document an identity
Use a predictable number, issue date, business name, client or vendor, and project reference. Those fields make matching easier than filenames alone.
Separate facts from approval
A request or estimate is not approval. Record status and keep the source—email, signed copy, or payment—with the document.
Minimize sensitive information
Routine paperwork rarely needs full bank, card, Social Security, password, health, or identity-document data. Use secure systems designed for those categories.
Where professional review belongs
Seek qualified help for contracts, employment classification, tax positions, regulated disclosures, collection remedies, and location-specific requirements. This registry avoids jurisdiction-specific legal forms.