Sales process
A sale. From item to payment.
Your customer is buying, not renting. Add the item and quantity, review the sale and keep the handoff, invoice and payment with the order.
John Doe buys two pairs of work gloves in this illustrated example. The same item and quantity move from selection to sale review. Pickup, invoice and payment remain separate related records. No rental period, stock level, monetary amount or successful payment is shown.
- Choose the purchase
One customer and two pairs of work gloves.
- Review the sale
The same item and quantity stay on the order.
- Keep the records connected
Pickup, invoice and payment are distinct records, not one completed status.
01Customer and sale items
The item. The quantity.
Select the customer and branch, find the product and enter the quantity they need. Sale items use their own quantities and prices, not a rental period.
A closer look
Start with the customer
Select the customer and branch for the order. The purchase stays with the right customer record.
Add what they are buying
Find the sale product and enter the quantity. The order shows the item, quantity and sale price to review.
The counter selects a quantity-based sale item, work gloves sold by the pair, with quantity two. The selected item lifts from its selector and becomes a sale line in John Doe’s order. This example shows no rental dates or available-stock claim.
- Choose the item and quantity
Work gloves, sold by the pair. Quantity: two pairs.
- Carry the selection into the order
The product and quantity stay together as the sale line.
- Keep the customer context
The purchase belongs to John Doe’s order.
02Price and order review
A clear total before payment.
Check the quantity, unit price and taxes before you charge. The customer can see what they are buying and what it costs.
A closer look
Check the sale line
Review the product, quantity and unit price on the order. The sale reflects what the customer is buying.
Review the amount
Review the charges, taxes and amount with the customer. You can resolve a question before taking payment.
The same two pairs of work gloves stay in view. An editorial guide highlights quantity and unit price, then the subtotal, taxes and total to review, including any applicable charges. No numeric price or tax rate is invented, and this review is not a payment.
- Keep the item in view
Review the same product and two-pair quantity.
- Check the line calculation
Quantity and unit price determine the line amount.
- Review the amount before payment
Check subtotal, taxes and total with the customer.
03Counter pickup or delivery
Hand it over. Keep the record.
Hand the purchased items to the customer and record the pickup. If the order goes by delivery, record that handoff instead. Your team can see what has left.
A closer look
Hand over the right items
Check the items and quantities against the order when the customer collects them. The handoff matches the purchase.
Record the handoff
Record the actual pickup or delivery for the sale items. The order keeps a record of the items handed over.
The counter hands John Doe the two pairs of work gloves, then uses Picked up by customer to record the handoff. The same sale line remains with the pickup record. Pickup is not invoicing or payment.
- Match the physical handoff
The customer collects the same two pairs.
- Record the pickup
The counter explicitly records Picked up by customer.
- Keep the pickup record
The order keeps the handoff independently of invoice and payment.
04Invoice, payment and balance
Take payment. Follow the balance.
Keep the invoice and payment with the sale. Bill the order when it is ready, take or record the payment, and follow any remaining balance.
A closer look
Create the invoice
Review the sale and bill the order when it is ready. The invoice records the items and charges being billed.
Take or record payment
Use the configured card-payment path, or record a payment received by another method. The payment keeps its method, amount and reference.
Follow what remains
Check the invoice balance and the customer’s approved account terms when applicable. Your team can see what is paid and what remains owing.
For this normal-billing pickup example, the collected sale is ready to bill. Staff explicitly choose Bill this order, which creates an invoice. A separate card-payment setup then asks for a terminal and amount. Payment can relate to an order or invoice. The illustration stops before a charge and does not show a settled or zero balance.
- Ready to bill
For this pickup example, the sale items have been handed over.
- Create the invoice explicitly
Bill this order creates the invoice; pickup does not do it automatically.
- Prepare the card payment
Choose the compatible terminal and amount. This is setup, not a charge result.
- Follow the related records
The invoice, recorded payments and remaining balance stay distinct.
05When the customer needs both
Rent and sell. One order.
A customer can rent a machine and buy supplies on the same order. Keep the rental dates with the machine and the sale quantities with the purchased items.
A closer look
Add the rental and the sale
Put the rented equipment and purchased items on the same customer order. Your team can review the whole request together.
Keep their rules distinct
Follow the rental period and return for the rented machine. Track the purchased items by quantity and handoff. The sale does not become a rental just because it shares the order.
John Doe’s order keeps two pairs of work gloves as a sale line. A separate rental line adds the 4-ton Kubota KX040-5 with October 26–28 example dates. The rental period belongs only to the excavator; the sale quantity belongs to the gloves. No combined amount or joint completed state is shown.
- Keep the sale line
Two pairs of work gloves belong to this customer order.
- Make room for another line
The sale keeps its quantity and identity.
- Add the rental alongside
Rental dates stay with the excavator, not the gloves.
Beyond the counter
Keep the stock in view.
Sold quantities, purchase orders and receipts each have their own follow-up. Explore how the inventory team continues the work.
Before changing systems
Your questions. Clear answers.
Can I create a sale without a rental?
Yes. Create a customer order with sale items and quantities. You do not need to add rented equipment to make a sale.
Can rentals and sales go on the same order?
Yes. Keep the rental equipment and purchased items on one customer order. Rental lines keep their dates and return workflow. Sale lines keep their quantities and pickup or delivery record.
Can I take card payments or record cash and cheques?
Heyquip supports card payments through the configured payment setup, including a compatible Stripe Terminal. Staff can also record payments received by other supported methods. Recording a card payment manually does not charge a card.
Does recording pickup also mark the sale as paid?
No. Pickup, invoicing and payment are separate records. Record the handoff, bill the order when it is ready and check the actual payment and remaining balance.
Will it keep up with my counter?
Bring a common sale to a demo: your usual item, quantity, customer and payment method. Walk through the complete purchase with your team, including the handoff and invoice. That shows how it fits your counter work.
Your counter, your way of working
Try your everyday counter sale.
Bring the item you sell often, a typical quantity and your usual payment method. We’ll walk through the purchase, handoff and invoice with you.
Talk about your team