Truebooks ERP

Service Business Workflow

Standard Operating Procedure (SOP) for Service-Oriented Businesses

Software Companies

Digital Marketing

Advertising Firms

Auditing Firms

Consultancies

IT Services

Phase 1: Master Data Setup

Goal: Configure products, services, pricing structures, currencies, and GL account mappings before operations begin.

Products & Services Configuration

Service Categories: Web Development, SEO, Advertising, Consulting, etc.

Service Items: Define with descriptions and SAC codes

GL Mapping: Link services to revenue accounts

Multiple Pricing Structures

Fixed Cost (one-time project pricing)

Hourly Rate (time-based billing)

Monthly Retainer (recurring fees)

Milestone-Based (payment on deliverables)

Per Unit (volume-based pricing)

Multi-Currency Setup

Define base currency for accounting

Add foreign currencies with exchange rates

Configure auto-update for rates

Output: Service catalog ready with pricing, currencies, and GL mappings configured

Phase 2: Sales & CRM (Mini CRM)

Goal: Capture leads, manage follow-ups, and qualify prospects using the integrated Mini CRM.

Enquiry Management

Website: Online enquiry form submissions

Referral: Recommendations from existing clients

Social Media: Leads from digital channels

Cold Calls: Outbound sales prospecting

Email: Campaign responses

Enquiry Status Flow

New

Contacted

Qualified

Proposal Sent

Negotiation

Won

Follow-up & Document Management

Schedule follow-up calls and meetings

Set reminders with notifications

Track complete interaction history

Upload and manage documents (RFP, proposals)

Secure access controls for documents

Output: Qualified lead ready for estimation, or converted to customer

Phase 3: Pre-Sales (Estimation → Quotation → Sales Order)

Goal: Create cost estimations, formal quotations, and confirmed sales orders with version control.

Estimation (Internal Costing)

Man-Hours: Calculate by role/skill level

Labor Cost: Internal team rates

Material Costs: Software licenses, tools

Third-Party: Subcontractors, freelancers

Margin Analysis: Target vs. actual profitability

Quotation (Client Proposal)

Scope of Work (rich-text)

Deliverables list

Timeline / Milestones

Pricing breakdown

Terms & Conditions

Validity period

Version control (1.0, 1.1, 1.2)

Multi-currency support

Sales Order

Auto-create from accepted quotation

Carry forward all terms

Assign project manager

Define milestone dates

Output: Confirmed sales order ready for contract creation

Phase 4: Contracts & Service Operations

Goal: Create contracts, manage service delivery through task logs, and track campaign performance.

Contract Types

Type	Description	Use Case
One-Time	Single project engagement	Website development
AMC	Annual Maintenance Contract	Ongoing support
Retainer	Monthly service allocation	Marketing, content
SLA	Service Level Agreement	IT support, response times
Subscription	Recurring service access	Software licenses

Contract Status Flow

Draft

Active

On Hold

Completed

Renewed

Auto-Renewal & Expiry Alerts

Configurable notice period (default: 30 days)

Automatic expiry alert emails

One-click renewal option

Complete renewal history

Task Logs (Service Delivery)

Time tracking (billable vs. non-billable)

Task descriptions and status

Priority levels (Low, Medium, High, Urgent)

Team member assignment

Campaign Manager (Digital Marketing)

Instagram

Facebook

YouTube

Google Ads

Meta Ads

Output: Active contract with ongoing service delivery and tracking

Phase 5: Finance & Billing

Goal: Manage customer invoicing, vendor bills, payments, and TDS compliance.

Customer Invoicing

Manual Invoice: Create ad-hoc invoices

Auto-Generate: From contracts on billing cycle

Milestone Billing: Invoice on deliverables

Progress Billing: Based on % completion

Invoice GL Entry:

Debit:	Accounts Receivable
Credit:	Service Revenue + Tax Payable

Vendor Invoicing (Payables)

Track subcontractor and vendor costs

Link to project/contract

Multi-currency support

Approval workflow

Customer Payments (Receipts)

Invoice mapping (single or multiple)

Multiple payment modes (Bank, Cheque, Online)

Partial payment tracking

TDS deducted by customer

TDS (Tax Deducted at Source)

Track TDS certificates from customers

TDS deduction on vendor payments

Compliance reporting

Output: Complete billing cycle with proper GL entries and TDS compliance

Phase 6: Reporting & GL Integration

Goal: Generate comprehensive reports and leverage full GL integration for financial statements.

Full GL Module Integration

Transactional

Cash & Bank Transactions

Journal Vouchers

Bank Reconciliation

Receivables & Payables

Accounts Receivable

Accounts Payable

Payment Schedules

Financial Statements

Trial Balance

Profit & Loss Account

Balance Sheet

Cash Management

Cash Flow Statement

Fund Flow Statement

Aging Reports

Business Reports

Sales Pipeline / Funnel Report

Quotation Win/Loss Analysis

Active & Expiring Contracts

Utilization Report (billable hours)

Campaign Performance Summary

Expiry Alerts Dashboard

Contract expiry notifications

Quotation validity alerts

Payment due reminders

Document renewal alerts

Output: Complete visibility into business performance with full financial integration

Service Lifecycle Status Matrix

Stage	Status Options
Enquiry	New → Contacted → Qualified → Proposal Sent → Negotiation → Won/Lost
Estimation	Draft → Under Review → Approved → Rejected
Quotation	Draft → Sent → Under Review → Accepted → Rejected → Expired
Sales Order	Confirmed → In Progress → Completed → Closed → Cancelled
Contract	Draft → Active → On Hold → Completed → Expired → Renewed
Invoice	Draft → Sent → Partially Paid → Paid → Overdue → Cancelled

GL Account Integration Summary

Transaction	Debit Account	Credit Account
Customer Invoice	Accounts Receivable	Service Revenue + Tax
Customer Receipt	Bank/Cash + TDS Recv	Accounts Receivable
Vendor Bill	Cost/Expense + TDS Recv	Accounts Payable
Vendor Payment	Accounts Payable	Bank/Cash + TDS Payable

Supported Business Types

Software Companies

Digital Marketing Agencies

Advertising Firms

Auditing Firms

IT Service Providers

Consultancies

Creative Agencies