Sowing: clients, quotes, sales, invoices and POS
Sowing is where money starts. The screen opens with the month's sales, receivables, open quotes and sales without a document, plus Savia's suggestions for the screen.
Clients #
Sowing → Clients. Start with the country: the tax identifier NOB asks for depends on it.
| Client is in | Field | What NOB does with it |
|---|---|---|
| Poland | NIP (10 digits) | checks the company in GUS and its VAT status on the biała lista; fills name and address; invoices carry the NIP |
| European Union | EU VAT number (country prefix + number) | validates it in VIES; if valid, your services are invoiced without Polish VAT ("np", the client settles VAT at home) and the sale is reported in the VAT-UE summary; without a valid number the client is treated as a consumer with Polish VAT |
| Outside the EU | Tax identifier of their country (optional: RFC in Mexico, EIN in the USA, CUIT in Argentina…) | services to a foreign business are invoiced without Polish VAT (art. 28b); the identifier goes on the invoice and into the KSeF XML as NrID with the country code |
Leave the identifier empty for private persons. Why am I asked for this? under the field explains the rule in your language. Each client can have several contacts (name, e-mail, phone, role, one marked as principal), a language for their documents, and notes. The client page shows their quotes and sales.
Products and services #
Sowing → Products and services. Name, code, type (service, goods, product), unit, net price, currency, VAT rate, PKWiU and GTU codes when relevant, business unit, order, active flag. The description accepts basic HTML (paragraphs, lists, bold, tables, safe links); anything else is stripped. Write with Savia drafts a commercial description from the name; Improve text polishes yours.
Note If your company is VAT-exempt, new lines default to the "zw" rate; if the client is a foreign business, NOB switches lines to "np" automatically when you pick the client on a quote.
Quotes #
Sowing → Quotes → New quote. Choose client and contact, the document language, dates (valid for 14 days by default), currency (PLN, EUR, USD), a title, an introduction (Savia can write it from the client and the lines), the lines (pick products or type free lines; totals recalculate live), terms (Savia can draft standard terms), the legal texts the client will see and must accept, and internal notes the client never sees.
Save draft or Save and prepare sending. The quote page then offers:
- Send by e-mail from NOB: recipient, subject and body prefilled in the quote's language (Savia can rewrite the body), the PDF attached, optional copy to your company address. The status becomes sent.
- Share via WhatsApp (if the client has a phone), copy link, or a plain mailto.
- View as client opens the public page.
- Status: mark as sent, accepted (creates the sale) or declined manually; reopen a declined or expired quote as a draft.
- Activity: created, sent to whom, opened by the client and how many times, signed, declined with reason, client messages, paid.
- Client messages: questions the client left on the public page; reply from here and the answer goes by e-mail.
The public quote page #
The link https://your-domain/q/<token> is private: only whoever has it can open it. The client sees your branding, the document (parties, lines, totals, terms), tabs with your legal texts, the total and validity in a side card, and can:
- Accept and sign: name, e-mail, checkboxes for the legal texts that require acceptance, and a signature drawn with finger or mouse. NOB stores the strokes, a PNG, the name, e-mail, IP, browser, the accepted documents with version and content hash, and a SHA-256 fingerprint of the whole acceptance. The signature appears on the page and inside the PDF ("Acceptance certificate"). The sale is created at once and you receive an e-mail.
- Pay: by bank transfer with a Polish payment QR (amount, account, title) or online through Stripe (card, BLIK, Przelewy24) if configured.
- Decline with an optional reason.
- Ask a question: the message reaches you as a finding and by e-mail.
- Download the PDF, switch language, print.
Expired quotes show a friendly "this quote has expired, write to us".
Legal texts #
Sowing → Legal texts. Privacy notice (RODO), terms and conditions, warranty, returns, or anything else, per language, versioned automatically (changing the text bumps the version and hash). Flags: show on quotes, client must accept when signing, mention on the invoice. Draft with Savia writes a first version from your company data (for example a RODO art. 13 notice); Improve and Translate help you localise it. Each quote can choose which texts to attach.
Sales #
Sowing → Sales. A sale exists when a quote is accepted, when you sell at the POS, or when you create it by hand. The sale page shows lines, payments, payment status (pending, partial, paid) and the actions:
- Collect: record a payment (transfer, cash, card, BLIK, other) with date and reference. Bank imports match payments automatically when the transfer title contains the invoice or sale number.
- Invoice: one click. NOB numbers the invoice (
FS/YYYY/MM/NNNN), builds the PDF (with Polish diacritics, payment details, QR, the legal note for exempt or "np" sales) and the FA(3) XML for KSeF, posts the entry in the ledger and the VAT register, and stores both files. Download them from the sale. Sending to the KSeF API requires your company certificate and is enabled when you have it. - Receipt (paragon): if you use an external fiscal cash register, record the receipt number and register id on the sale. NOB does not issue fiscal receipts itself (Polish law requires a certified device); an adapter interface is ready for integrations.
- Pay online: create a Stripe checkout for the client.
POS #
Sowing → Sell in person (POS). Tap products, adjust quantities, choose the payment method (cash, card, BLIK, transfer), optionally a client and "invoice now", and confirm. The sale and its payment are recorded and, if asked, the invoice is issued. Designed for a tablet at the counter.
Payments and QR codes #
Every unpaid invoice and public quote shows a transfer QR in the Polish bank format (NIP, amount, account, title) that banking apps scan directly. With Stripe configured in Settings, clients also get a Pay online button; NOB confirms payments through Stripe's webhook and marks the sale paid.
NOB 0.9.0-beta.7 · Something unclear or wrong in this page? Write to biuro@nob.holapolska.pl.