OWAN

Small Business Accounting Software

Created: 07/08/2018, By: Multidimension Systems, Email: info@multidimensionsystems.com
Web: http://www.multidimensionsystems.com

Introduction

OWAN is an one single solution for your small business, where you can:
Send a Quotation in less than minute
The smartest way to make a Quotation
Smart Invoices
Track your Income and Expense
Monitor your business growth

Sample Proposal & Invoice

Please download a sample Proposal from here to see how the system generates a Proposal. This sample proposal contains pricing, additional note, some photos and some necessary documents. Download a sample Invoice from here for same reason.

Installation

  1. Go to project folder
  2. Copy OWAN folder and upload it in your server
  3. Open this file in your editor application/config/cofig.php
  4. Edit this line $config['base_url'] = 'http://localhost/OWAN'; with your base url like http://your-domain.com/OWAN
  5. Create a database named OWAN
  6. Go to database folder
  7. Import OWAN SQL file into your database
  8. Open this file in your editor application/config/database.php
  9. Edit these three line with your database user name, password and database name
    $db['default']['username'] = 'root';
    $db['default']['password'] = '';
    $db['default']['database'] = 'OWAN';
  10. And finally run the project
Pleas sign in using admin@multidimensionsystems.com as email and 123456 as Password.
Note: Please change your email and password with your own.

How to start

Starting and getting familiar with the software is very easy. Just add a Tax, a Product and a Customer and send Proposal or Invoice to your customer. It is simple and easy.

Add a Tax

It is a required field for adding a Product/Service. You can add a 0% tax if your Product/Service is not taxable. You can add a Tax from here:

Add a Product/Service

You can add a Product/Service from here:

Add a Customer

You can add a Customer from here:

Start Creating a Proposal or Invoice

Customer

The system has facility to Import your customers from excel file, and you can also keep multiple note for individual customer.

Customer Import

Importing your existing customers is very easy in this system:


Customer Note

You can keep multiple Notes by date for each Customer. It will help you dealing with that Customer.
Go to Customer Details from Customer list, you will find Customer Note section below the Customer Details

Attachments

You can upload all of your documents, such as, Terms of Service, Engagement Letter, Coupons, Tax Clearance Certificate, Company Legal Document, Maintenance Contracts, Team Profile, Logistic Detail etc as pdf, those are often required to be sent alongside a Proposal.

Upload Attachments

You can upload your documents as PDF

Select Attachments in Proposal

You can choose multiple from your uploaded attachments which you want to attach with a Proposal.

NB: You can also skip if you don't need to attach any document to a proposal.

Proposal

OWAN introduces a new way of making a Proposal where you can add necessary Photos, PDF documents and choose template color for individual Proposal. Additionally, it brings some several new features which will really help you to prepare customer impressive Proposal.

Proposal and Invoice from one place

You can create a Proposal or Invoice from a single form just by choosing a radio button.

Add Additional Note

If you select Proposal radio button and go next, you can add an Additional Note to the Proposal mentioning something to the Customer.

NB: You can skip this, if you do not need to mention any Additional Note in the Proposal.

Add Photos

In case you need to attach some Photos in your Proposal, for instance, Gardening Company can attach Photos of their previously developed garden, Cleaning Company can attach Photos of before and after cleaning, Interior Designing Company can attach their previous design etc., you can do so. You can attach separate Photos for individual Proposal. When you go to next step from Additional Note, you can upload your necessary photos here.

Add Attachments

You can choose multiple from your uploaded attachments which you want to attach with a Proposal.

NB: You can also skip if you don't need to attach any document to a proposal.

Choose Template Color

To bring the feeling that you have specially designed this Proposal for this Customer only, you can choose template color for your individual Proposal. We prefer to do it based on your Customer's logo color. You can choose text color as well as background color.
You can do it after selecting attachments.

Preview before sending

You can see a preview of your Proposal before sending it. It looks exactly as what will be sent to Customer. You have also provision here to edit contents if you feel you need to modify something.

Email Proposal

You can send the Proposal via email to your Customer from the preview page.
From Preview
You can send Proposal from your preview page

Though you have already set the wordings of the email from your account menu (see Customize Wordings) but still you can modify the email wordings for individual Proposal when you send it.

From List
Later, you can also send it again from the Proposal list in case of any miscommunications.

Download Proposal

You can download the Proposal as PDF from the preview page if you need to send a print copy of your Proposal to your Customer.
From Preview
You can download Proposal from your preview page.

From List
Later, you can also download it again from the Proposal list in case of any miscommunications.

Save Proposal as Draft

You can save the Proposal as a Draft when you have not finalized a Proposal. You can save as a Draft, then work on it when you want.

Create Invoice from Proposal

When your Proposal has been accepted by your Customer you can easily create Invoice from your Proposal by a single click. In this case only Pricing table and Customer Information will be copied, no Photos or Attachments will be copied. Furthermore, you just need to select Due Date and Payment Method for that Invoice, and you can put some Additional Note if you need.

NB: You can only create an Invoice from a Proposal only when it is accepted (whenever Customer accepted it from email or you changed the status from Proposal list).

Quick Copy

Through this option, a Proposal can be generated very easily with making some small modification of another Proposal.
You can easily make a duplicate of that Proposal by a single click, edit that as you need and send.

Email View

Here is the email view, when a Proposal is sent to your Customer's email.

The Customer can view and download the Proposal as PDF.

Web Preview

Your Customer can also see a Web Preview of your Proposal from the email.

Please click here to see a web preview of a Proposal.

Accept/Decline from email

Your Customer can accept or decline your Proposal from the email.

Please click here to view a web preview of a Proposal.

Accept/Decline status in list

In case your Customer did not accept/decline it from email, he confirms it verbally, or you sent a print copy and Customer accepted/declined it physically, you can change the Proposal status from the Proposal list.

Proposal analytic in Dashboard

The system's BI Dashboard has several facility to show you analytic of your Proposals.
You can see your Proposal accept rate

You can see your Accepted, Declined and N/A Proposals comparison in a pie chart. This pie charts main purpose is to show you comparison of your accepted and declined proposals. Here N/A is the Draft and Initiated Proposal, these are not sent yet to Customer.
Draft: The proposal you saved for future editing.
Initiated: The Proposal you started creating, saved the first form but left for any reason.

You can also see a bar chart comparison view of your Initiated, Draft, Emailed and Downloaded Proposals.

Invoice

OWAN offers you create your Invoice in two ways as you need. You can create your Invoice from the same form where you create your Proposal, you should just choose Invoice radio button.
And if your Proposal is accepted by your customer, you can easily create Invoice from that Proposal by only one click.
The system has also all facilities as well as Proposal, such as Email, Download, Draft etc.

Proposal and Invoice from one place

Though you have option to create an Invoice from a Proposal very quickly but in case of if you need to send a direct Invoice where your Customer negotiation is done verbally or other ways, you can create a Proposal or Invoice from a single form just by choosing a radio button.

Select Other Information

If you select Invoice radio button and go next you just need provide some more information like: Due Date, Payment Method and Additional Note mentioning something to the Customer.

Choose Template Color

To bring the feeling that you have specially designed this Invoice for this Customer only, you can choose template color for your individual Invoice. We prefer to do it based on your Customer's logo color. You can choose text color as well as background color.

Preview before sending

You can see a preview of your Invoice before sending it. It looks exact what will be sent to Customer. You have also provision here to edit contents if you feel you need to modify something.

Email Invoice

You can send the Invoice via email to your Customer from the preview page.
From Preview
You can send Invoice from your preview page.

Though you have already set the wordings of the email from your account menu (see Customize Wordings) but still you can modify the email wordings for individual Invoice when you send it.

From List
Later, you can also send it again from the Invoice list in case of any miscommunication happens.

Download Invoice

You can download the Invoice as PDF from the preview page if you need to send a print copy of your Proposal to your Customer.
From Preview
You can download Invoice from your preview page.

From List
Later, you can also download it again from the Invoice list in case of any miscommunications.

Save Invoice as Draft

You can save the Invoice as a Draft when you did not decide to finalize an Invoice, you can save as a Draft, then work on it when you want.

Add Payment

You sent an Invoice and when your Customer makes payment for it. You can add the payment from the Invoice list.

NB: You can only add a payment for Emailed and Downloaded Invoice, Draft and Initiated Invoice are not considered as sent to Customer.

Quick Copy

You can use this option to generate an Invoice very easily by making some small modifications of another Invoice.
You can easily make a duplicate of that Invoice by a single click, edit that as you need and send that.

Payment

You sent an Invoice and when your Customer makes payment for it. You can add the payment in Payment module. You should select an Invoice (here only Due and Partially Paid invoices will be appeared). System will automatically calculate the due amount of the selected Invoice and shows below, and you can enter partial amount of an Invoice. In case your Customer paid a partial amount for the Invoice, the system will automatically change the status of that Invoice to Partially Paid. And when partial payments reaches the actual due amount system will automatically change the status of that Invoice to Paid. Additionally if you enter full amount at once of an Invoice then system will change the status to Paid.

NB: You can add your payment in payment module as well as from Invoice list.

Track Expenses

The system allows you to track all of your expenses by Expense Item and Date. You should add an Expense Item first before adding an Expense. You can then observe your expenses and make decision.
System also generates your gross profit by calculating your received Payments and Expenses.


Reminder and Notification

Manage Reminders

You can set reminder for your personal need.

Event Calendar

System's event calendar will show you all of your reminders those you set.

Notification

The system will notify you:

  1. When a reminder occurs
  2. When customer accepts or declines a Proposal

Customize Wordings

You are not bound to send system's strict wordings when you are sending a Proposal or Invoice. You can change the language by your own.

You can do it for:

Proposal Body

This will be appeared here:



Proposal Email Body

This will be appeared here:



Invoice Email Body

Need to keep in mind

We think we need to let you know about few things you need to keep in mind when you are dealing with a Proposal or Invoice. Please read this carefully, though you have option to come to this page when you need to check again.
Proposal and Invoice has several States and Statuses, and some of your actions are depended on those States and Statuses. The main purpose of this section is to let you know about those.

In Proposal

A Proposal can have any of four State: Initiated, Draft, Emailed and Downloaded.
Initiated: The Proposal you started creating, saved the first form but left for any reason.
This is considered as an incomplete Proposal, you can't Email or Download a Proposal with this State
Draft: When you saved a Proposal in the preview page.
This is considered as a complete Proposal, but you didn't send it to Customer, so you can't mark it/change status as Accepted or Declined from the Proposal list
Emailed: After emailing a Proposal.
This is considered as a sent Proposal to Customer, you can't Edit/Modify a Proposal with this State
Downloaded: After downloading a Proposal.
This is also considered as a sent Proposal to Customer, you can't Edit/Modify a Proposal with this State

A Proposal can have any of three Status: N/A, Accepted, Declined
N/A: Initially when a Proposal is send by Email or Downloaded as PDF, it's Status is considered as N/A. You can then change the Status to Accepted or Declined if the Customer do not do it from email or you sent a print copy.
Accepted: When Customer accepts the Proposal from email, you can also change it from list.
You can do it only for Emailed and Downloaded Proposals. Because these two State's Proposals are only considered as sent to Customer.
Declined: When Customer declines the Proposal from email, you can also change it from list.
You can do it only for Emailed and Downloaded Proposals. Because these two State's Proposals are only considered as sent to Customer.

A Proposal can have any of two Invoiced Status: Yes, No
Yes: If the Proposal is Invoiced.
No: If the Proposal is not Invoiced yet.

You can only create an Invoice from an accepted Proposal.
Please see the below table that describes all of these dependencies:

Action Available for State Available for Status
Preview Proposal Downloaded, Emailed, Draft  
Email Downloaded, Emailed, Draft  
Download Downloaded, Emailed, Draft  
Copy Downloaded, Emailed, Draft, Initiated  
Edit Draft, Initiated  
Create Invoice   Accepted

In Invoice

An Invoice can have any of four State: Initiated, Draft, Emailed and Downloaded.
Initiated: The Invoice you started creating, saved the first form but left for any reason.
This is considered as an incomplete Invoice, you can't Email or Download an Invoice with this State.
Draft: When you saved an Invoice in the preview page.
This is considered as a complete Invoice, but you didn't send it to Customer, so you can't add payment for this Invoice.
Emailed: After emailing an Invoice.
This is considered as a sent Invoice to Customer, you can't Edit/Modify an Invoice with this State.
Downloaded: After downloading an Invoice.
This is also considered as a sent Invoice to Customer, you can't Edit/Modify an Invoice with this State.

An Invoice can have any of three Payment Status: Due, Partially Paid, Paid
Due: When you send the Invoice by Email or Download it, system sets initial status of that Invoice to Due.
You can add payment for a Due Invoice.
Partially Paid: When you add a payment for an Invoice, but the payment amount is less than the actual amount of that Invoice.
You can add payment for a Partially Paid Invoice.
Paid: When you add a payment for an Invoice, but the payment amount is equal to the actual amount of that Invoice.
You can't add payment for a Paid Invoice.

Please see the below table that describes all of these dependencies:

Action Available for State Available for Payment Status
Add Payment   Due, Partially Paid
Preview Invoice Draft, Emailed, Downloaded  
Email Draft, Emailed, Downloaded  
Download Draft, Emailed, Downloaded  
Edit Draft, Initiated  
Copy Downloaded, Emailed, Draft, Initiated  

--- Thank You! ---