ClientTimeless Advertisement
IndustryAdvertising & Marketing Services
ProductService ERP
PlatformCustom Web Application
ERP for customers, invoicing, quotations and payments for advertising services
Timeless Advertisement needed to bring its commercial process under control. Each service had to be quoted clearly, each approved quotation had to turn into an invoice without errors, and each payment had to be recorded against the right customer and invoice. Without a system, those links existed only in documents and memory.
The business also wanted a more professional customer experience. Consistent quotation and invoice layouts, accurate figures and fast turnaround all signal reliability, and in a service business, reliability is a large part of what customers are buying.
Advertising and signage businesses sell a mix of creative work, production and installation. A single customer might request a storefront sign, a vehicle wrap, printed collateral or a campaign across several formats, and each of those has its own materials, labour and timelines. Pricing is rarely a fixed list; it is a quotation that must be built up carefully and agreed before work begins.
Because the work is bespoke, cash flow depends on administration. Quotations must go out quickly or the customer will ask a competitor. Approved work must be invoiced promptly and accurately. And payments, which are often staged as deposits, progress payments and final settlements, have to be tracked so that nothing is delivered without the business knowing what it is owed.
Many small agencies manage this on word-processor templates and spreadsheets. The result is inconsistent quotations, invoices that do not match what was agreed, and an uncomfortable guessing game around who has paid and who has not.
✓ Keep all customers and their service history in one place
✓ Prepare clear, consistent quotations for advertising services
✓ Convert approved quotations into invoices without retyping
✓ Record payments against invoices and see what is outstanding
✓ Reduce the time spent on paperwork and corrections
✓ Present a more professional commercial image to customers
Customer profiles hold contact information and the full history of quotations, invoices and payments. This gives the team context when a customer returns with a new request and helps account follow-ups feel informed rather than generic.
Quotations are built from customer details and itemised services, with consistent layouts and clear totals. Revisions are tracked, so the business can see what was offered and when, and quotations can be issued while the customer's interest is fresh.
Accepted quotations become invoices carrying the same lines and customer data. This eliminates retyping, protects against mismatches between quote and bill, and provides a tidy numbered record for accounts.
Payments are recorded against invoices, including partial and staged payments. At any time the business can see what has been received and what remains, which makes collection conversations specific and professional.
Services are kept as reusable definitions, so descriptions and pricing structures stay consistent across quotations and invoices rather than being rewritten for each customer.
We started by following a job from enquiry to final payment, collecting the real quotations and invoices the business had produced. That gave us concrete examples of how services were described, how totals were built up and where mismatches or delays had occurred.
From there we designed a deliberately focused system: customers, services, quotations, invoices and payments, connected so that each document flows from the previous one. Rather than adding speculative features, we concentrated on making this core chain fast, accurate and pleasant to use.
We built in short iterations and shared working screens early, so the team could try creating real quotations and invoices and tell us what felt slow or unclear. Small refinements to field order, defaults and document layout made a large difference to day-to-day usability.
A customer enquiry becomes a quotation drawn from the customer record and the service list. When the customer approves, the quotation is converted into an invoice with a single action. As deposits and balances arrive, they are recorded against the invoice, and its status updates to show what is paid and what is still due.
Every document belongs to a customer, and every customer has a visible history. That makes it easy to answer the questions that come up constantly in a service business: what did we quote, what did we bill, and what have they paid?
Timeless Advertisement now manages customers, quotations, invoices and payments through one ERP. Quotations are produced faster and more consistently, invoices match the agreed work, and payment status is visible at a glance instead of being pieced together from documents.
The system gives the business tighter control of cash flow and a more professional face to customers. As with every project in this portfolio, we describe the outcome in terms of how the business operates rather than in unverified statistics, and the platform is ready to be extended with job scheduling, reporting or other modules.