Total Quotes
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All time
Accepted
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Acceptance rate
Active Clients
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Total clients
Invoiced This Month
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Quote Activity
| Quote ID | Client | Created | Sent To | Sent Date | Expiry | Accepted On | Status |
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Recent Invoices
| Invoice ID | Client | Period | Total | Status | Created |
|---|---|---|---|---|---|
| No invoices yet | |||||
| # | Client | Formulas | Shipping | Date | Status | Notes | Created By |
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Quote Details
Formulas to Quote
Pricing table will show all quantities (1, 2, 3, 6, 9, 12)
Formula
Tier
Quote Summary
Select a client and add products to see the summary.
| Client Name ↑ | Contact ⇅ | Status | Quotes | Last Quote |
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AM: —
Client Information
Custom Pricing History
| Formula | Custom Price | Quote | Status |
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| Formula ID ↑ | Formula Name ⇅ | Category | Weight (oz) | Tier 1 | Tier 2 | Tier 3 | Tier 4 | Tier 5 |
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Define margin and discount for each pricing tier
Pricing Logic
Base Price = Product Cost ÷ (1 − Margin %)
Discounted Price = Base Price × (1 − Discount %)
Line Total = (Discounted Price + Shipping/unit) × Qty
Example — Gold tier (30% margin, 10% discount), Product Cost $5.40, Qty 6:
Base = $5.40 ÷ 0.70 = $7.71 → Discounted = $7.71 × 0.90 = $6.94 / unit
Manage team access
| Name / Email | Role | Status | Invite Link |
|---|
Weight-based domestic ground rates (Tier 1–5)
Domestic Ground Rates
| Weight Range | Tier 1 | Tier 2 | Tier 3 | Tier 4 | Tier 5 |
|---|---|---|---|---|---|
| No rates loaded — import a CSV | |||||
Import History
| File | Client | Period | Imported | Uploaded By | Rows | Matched | Unmatched | |
|---|---|---|---|---|---|---|---|---|
| No imports yet | ||||||||
✓ Matched Rows
| Order # | Ship Date | Recipient | SKU | Product | Client | Qty |
|---|---|---|---|---|---|---|
| — | ||||||
How To Use — Pronto
Click any section to expand it.
App Overview
▼
Pronto is a B2B fulfillment quotation, invoicing, and client management platform. The core workflow is: set up catalog → manage leads & clients → quote → import ShipStation shipments → generate invoices → record payments.
🏠 DashboardLive stats, recent invoices, quote pipeline, needs-attention alerts.
🎯 LeadsKanban pipeline to track prospects before they become clients.
👥 ClientsFull client profiles with contacts, quotes, orders, invoices, documents, activity log.
📄 QuotesBuild and send priced quotes with expiry dates and email accept links.
📦 OrdersView raw ShipStation order rows per client or globally.
💳 PaymentsRecord and track client payments against invoices.
🧪 FormulasProduct catalog with SKU, weight, and up to 5 pricing tiers.
🏷 SKUs / ProductsGlobal view of all client SKU-to-formula mappings.
📁 DocumentsFile storage per client (contracts, lab reports, etc.).
📊 AnalyticsRevenue, volume, and quote performance over any date range.
🚚 InvoicingShipStation import + automated invoice generation.
⚙ SettingsDocument numbering, SMTP email, system configuration.
Initial Setup — do this once before anything else
▼
A
Go to Formulas. Add every product you fulfill — SKU, name, weight (oz), and prices for up to 5 tiers. Use Bulk Add to import many at once via CSV. Organise formulas into Categories using the Categories tab.
B
Go to Fulfillment & Shipping. Upload domestic rate tables (5 tier columns, weight in oz) and international rates (CA/UK/AU zone + Rest of World). Add packaging fees on the Packaging tab.
C
Go to Clients and add your clients. Then open each client → Products / SKUs tab → enter their SKU codes for each formula they order.
D
Go to Settings → Email & SMTP. Configure your SMTP server so the app can send quotes and notifications by email.
E
Go to Team → Roles & Permissions. Create roles for your team (e.g. Account Manager, Finance) and assign them to team members.
Leads Pipeline
▼
The Leads page is a Kanban board that tracks prospects through your sales process before they become active clients.
1
Add a lead via the + Add Lead button or the Clients page with status set to Lead. Leads share the same database record as clients — only the status field differs.
2
Pipeline stages: New Inquiry → Contacted → Proposal Sent → Negotiating → Won → Lost. Drag cards between columns or use the column headers to move them.
3
Convert to client by clicking Convert to Client on the card. This changes their status to Active and moves them to the Clients list. The conversion is logged in their Activity tab.
4
You can revert a client back to Lead by editing them and changing Status to Lead. Every status change is recorded in the Activity log, so the full lead→client→lead history is preserved.
Tip: Leads can receive quotes and have all the same tabs as clients. You can start a quote conversation before officially converting them.
Client Detail Page
▼
Click any client name to open their detail page. It has 8 tabs:
OverviewCompany info, contract dates, payment terms, lifetime billing stats, recent activity.
ContactsMultiple contacts with name, title, email, phone. Mark one as Primary.
QuotesAll quotes for this client. Click to open the quote preview.
OrdersRaw ShipStation order rows imported for this client.
InvoicesAll invoices with grand total (products + shipping) and status.
DocumentsUpload and categorise files (contracts, COAs, specs, etc.).
Products / SKUsManage this client's SKU-to-formula mappings.
ActivityChronological log of every status change, note, and conversion.
💡
The top bar shows Lifetime Billed, Paid Invoices, and Total Quotes. These update automatically as invoices are generated and paid.
💡
Account Manager is shown at the top. Click Change to reassign to any team member. The change is reflected on the Analytics top-clients table.
💡
Add internal notes in the Activity tab. Notes posted by the system (status changes, conversions) show as System; manual notes show your name.
Client SKU Mapping
▼
Clients identify your products by their own SKU codes. This mapping translates ShipStation CSV lines into your formulas so invoices calculate correctly.
1
Open a client → Products / SKUs tab. For each formula the client orders, enter their SKU code and click Save All. Leave unused formulas blank.
2
Each client SKU must be globally unique across all clients. If a conflict is detected, the system names the client that already holds it.
3
You can also map unmatched SKUs inline during a ShipStation import — select the formula from the dropdown next to the unmatched row and click Save Mapping. No re-upload needed.
4
View all mappings across all clients on the SKUs / Products global page. Use it to audit, search, and remove stale mappings.
Tip: If a SKU is reassigned from one client to another, the old mapping is automatically removed to prevent duplicates.
Creating & Sending Quotes
▼
1
Go to New Quote. Select a client, shipping type (domestic / international), tier, and choose formulas. Set an Expiry Date — this appears in the email and controls the accept link validity.
2
For custom pricing, select Custom $ in the tier dropdown and enter the negotiated per-unit price. Custom lines are flagged with an amber badge on the generated invoice.
3
Save the quote (status = Draft). Click Preview to see the full quote table including packaging costs and shipping estimate.
4
Click the green Send to Client button → enter recipient email → confirm. The app generates a PDF, attaches it to the email, and inserts an Accept Quote button. Status changes to Sent.
5
When the client clicks Accept, the quote becomes Accepted. You receive an in-app notification (bell) and an email alert. The quote is now eligible to generate invoices.
6
A client can hold multiple Accepted quotes. If two cover the same product at different prices, you will be prompted to choose which to apply when generating an invoice.
Email placeholders:
{{client_name}} {{quote_id}} {{total}} {{expiry_date}} {{accept_link}} {{sender_name}} — configure the template in Settings → Email & SMTP.Google Workspace: Use an App Password (not your main password). Generate one at myaccount.google.com → Security → 2-Step Verification → App passwords.
Notifications
▼
The bell icon in the top-right shows unread notifications. You receive a notification whenever a client accepts a quote via the email link.
1
A red badge shows the unread count. Click the bell to open the dropdown. The app re-checks every 60 seconds automatically.
2
Click a notification row to jump straight to the quote preview. Click Mark all read to clear the badge.
3
You also receive an email to your account address when a quote is accepted — even if you are not logged in at the time.
ShipStation Data Import
▼
1
Go to Invoicing → ShipStation Data Import. Select the billing period (YYYY-MM), select the client, and upload the CSV.
2
The system parses instantly — rows are shown as matched ✅ (SKU found) or unmatched ❌ (SKU unknown). Domestic vs. international is determined by the Ship Country column.
3
For unmatched SKUs, select the formula from the inline dropdown and click Save Mapping. Rows re-match in place — no re-upload.
4
Once all rows are matched, click Generate Invoices. If there are price conflicts (two Accepted quotes for the same product), a modal asks which quote to use for each conflict.
Required CSV columns: Order Number, Order Date, Ship Date, Recipient Name, SKU, Item Name, Quantity. Add Ship Country (2-letter ISO code, e.g. US, CA, GB) for domestic vs. international classification.
One import per client per period. Upload a separate CSV for each client. Delete an existing import and regenerate if you need to re-import.
Invoices
▼
1
Generated invoices appear in Invoicing → Invoices. The Total column shows the grand total (products + shipping combined).
2
Status workflow: Draft → Sent → Paid. Change status via the dropdown directly in the list, or it changes automatically when a payment is recorded.
3
Click View to open the invoice detail page: line items with individual prices, shipping cost per order broken down by domestic/international, and grand total. Use Print / PDF to export (Ctrl+P → Save as PDF).
4
Use the All / Draft / Sent / Paid filter pills to narrow the list. Products flagged as
no_quote appear in red — it means no Accepted or Sent quote was found for that product/client combination.Shipping calculation requires: product weights set in Formulas + rate tables in Fulfillment & Shipping + the quote having shipping type and tier set.
Recording Payments
▼
Use the Payments page to record incoming payments from clients and tie them to invoices.
1
Click + Record Payment. Select the Client — the Invoice dropdown will populate automatically with all unpaid invoices for that client.
2
Select the Invoice (required). The Amount field auto-fills with the invoice grand total. Override it if the client paid a partial amount.
3
Fill in Payment Date, Method (Wire / Check / ACH / Credit Card), Reference # (e.g. bank transaction ID), and optional notes. Attach a proof of payment PDF or image if you have one.
4
Click Save Payment. The linked invoice is automatically marked as Paid and disappears from the unpaid dropdown on future payment records.
Payments page filters: filter by client and date range to see what was received in a given period. The summary bar shows total received and a breakdown by payment method.
Documents
▼
Upload and manage client files — contracts, certificates of analysis, spec sheets, compliance docs, and more. Access them globally from Documents or per-client from the Documents tab inside a client's profile.
1
Click + Upload Document. Select or drag a file, choose a category (Contract, COA, Spec Sheet, Compliance, Other), and attach it to a client.
2
Documents support versioning — upload a new file for the same document to create a new version. The current version is shown; older versions are accessible via the version history.
3
Click Download to retrieve any document. Files are stored server-side and persist across sessions.
Analytics
▼
📅
Filter by date range (preset or custom), client, and formula. Leave all blank for lifetime totals.
📊
6 summary cards: Total Invoiced, Total Paid, Outstanding, Units Shipped, Draft Invoices, Quote Acceptance Rate — all recalculate live.
📈
Monthly Revenue bar chart — invoiced amount per month. Hover for exact total and invoice count.
🏆
Top Clients by Revenue and Top Formulas by Volume tables — ranked by invoiced total and units shipped respectively.
Packaging Fees
▼
Packaging fees are flat per-unit costs added to every quote, broken down by bottle count (1, 2, 3, 6, 9, 12).
1
Go to Fulfillment & Shipping → Packaging. The Polybag card shows the rate for each bottle count.
2
Click Edit to modify any rate. Enter
0 for a free tier. Click Save — rates take effect on all new quotes immediately.3
In a quote, each row shows a Packaging Cost column. The Total Cost column already includes it.
Settings
▼
⚙
Document Numbering — Set the prefix (e.g.
Q, INV) and zero-padded digit count (2–8) for quote and invoice IDs. A live preview shows what the next ID will look like.✉
Email & SMTP — Host, port, from address, app password, email subject and body template. Use Send Test Email to verify before going live.
Admin only. Only Admin-role users can save changes to settings.
Team & Roles
▼
1
Go to Team → Team Members. Invite users by email. They receive an invitation email with a link to set their password. Remove or edit members at any time.
2
Go to Team → Roles & Permissions. Create custom roles with granular None / Read / Write / Delete permissions per section. Assign a role to each user.
3
Users only see nav items and action buttons their role permits. Attempting to access a restricted page shows a lock screen.
Admin role has unrestricted access to everything including Settings and Team management. All other roles respect the permission matrix.
Monthly Billing Workflow
▼
Repeat this process each billing period for every client:
1
Export the ShipStation CSV for the billing period. Filter by client in ShipStation before exporting — one file per client.
2
Go to Invoicing → ShipStation Data Import → select period + client → Upload CSV.
3
Fix any unmatched SKUs inline. Repeat steps 2–3 for each additional client.
4
Click Generate Invoices on each import. Resolve price conflicts if prompted.
5
Open each invoice → Print / PDF → email to client. Change status to Sent in the Invoices list.
6
When payment arrives, go to Payments → + Record Payment → select client → select invoice → confirm amount → Save. The invoice is automatically marked Paid.
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Monthly Revenue
No data yet
Quote Performance
No data yet
Shipments by Method
| Shipping Method | Units | Weight | Shipping $ |
|---|---|---|---|
| No data yet | |||
Top Clients by Revenue
| Client | Invoices | Invoiced | Paid |
|---|---|---|---|
| No data yet | |||
Top Formulas by Volume
| Formula | Units | Revenue |
|---|---|---|
| No data yet | ||
Document Numbering
Configure the prefix and digit count used when generating new quote and invoice IDs. Changes take effect for all new documents immediately after saving.
Letters or numbers, e.g. Q or QT
Zero-padded digits (2-8)
Letters or numbers, e.g. INV or BILL
Zero-padded digits (2-8)
Preview
Next Quote ID
Q-0001
Next Invoice ID
INV-0001
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Drag cards between stages or click to open a lead
| Order # | Date | Ship Date | Recipient | Client | SKU | Product | Qty | Country |
|---|
| Date | Client | Amount | Method | Reference | Invoice | Proof |
|---|
| Client | Formula ID | Formula Name | Client SKU | Category | Mapped On |
|---|
Company-wide templates and assets (admin/team only)
| Title | Category | Status | Version | Updated |
|---|