Selling
- Invoices with your logo, emailed from the app
- Payment terms per customer, with due dates worked out for you
- Voiding an invoice puts every line back into stock
- Pick catalog items or type a one-off line
SwanBooks standalone
Your whole back office in one app.
Customers, vendors, items, invoices, purchase orders and bills all live in SwanBooks. Selling takes stock out, receiving puts it back, and receivables and payables are always up to date.
Purchase ordersNorthgate Supply
Open 2Received 6All 9
| PO | Vendor | Expected | Total | Status |
|---|---|---|---|---|
| PO-3009 | Harbor Linen Mills | 2 Dec | $18,400.00 | Open |
| PO-3008 | Delta Cotton Works | 21 Nov | $6,240.00 | Open |
| PO-3007 | Coastal Textile Co. | 4 Nov | $9,870.00 | Received |
| PO-3006 | Harbor Linen Mills | 28 Oct | $14,300.00 | Received |
New billNew purchase order
How a standalone day runs
Sell, buy, receive, get paid.
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1
Invoice the customer
Pick items from the catalog. SwanBooks checks there's enough on hand, takes the stock and emails the PDF.
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2
Order from the vendor
Send a purchase order with your logo. It sits as open until the goods arrive.
-
3
Receive into stock
Mark the PO received and it becomes a bill. The quantities go straight into stock with the PO number on every line.
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4
Collect and pay
Record payments in and out. Aging updates as you go, so overdue customers stand out.
Buying
- Purchase orders sent to vendors as PDFs
- Bills for stock or for costs like freight
- Receiving a PO creates its bill in one step
- Vendor balances and what's due this month
Stock
- On-hand counts that move with every document
- Critical levels with alerts by email and Telegram
- Item history naming the invoice, bill or count
- Stock counts from a phone on the warehouse floor
Money
- Receivables and payables aging
- Profit & loss view by month
- A simple journal for entries outside sales and purchases
- CSV exports for your accountant
Several companies, one stock
Standalone still works across companies.
If two or three of your companies sell the same products, they can all invoice from SwanBooks against one shared stock. Each keeps its own customers, invoice numbering and receivables.
Moving later
Add QuickBooks when you need it.
If your accountant later wants QuickBooks Online, SwanBooks connects to it and keeps running the operations side. Your stock history and receivables stay where they are.
How the QuickBooks link worksWrite an invoice in the demo.
Ten items, ten customers, ten vendors, with invoices, bills and purchase orders ready to edit.