Features for the quote-to-payment workflow
Recepo connects mobile field quotes, WhatsApp-friendly public links, QRIS when configured, inventory, invoices, approvals, and desktop cash-flow control for Indonesian trading, distribution, and service SMEs.
Field teams can create catalog-based quotes from the phone
Recepo mobile is built for staff who sell and collect details away from the desk: customer quotes, scan capture, products, suppliers, requests, and role-specific actions.
- Owner, admin, and staff dashboards with role-specific quick actions
- Quote builder with customer suggestions, catalog products, and service lines
- Local quote drafts when the connection is unstable
- Queued receipt scan captures that process when the phone is back online
- Price list and delivery-note scanning with review before saving
- Outbox for draft quotes, review-ready scans, failed scans, and retries
Mobile
Field quote draft
Drafts and scans queued
3 pending
Quote
Prepared locally
Scan
Review ready
Sync
Network required
The owner control center for approvals, cash flow, and operations
Recepo desktop is the dense workspace for owners and admins who need quote pipeline visibility, finance review, imports, reporting, audit review, and document management.
- Dashboard for paid revenue, receivables, payables, quote pipeline, approvals, and low stock
- Quotes, invoices, customers, suppliers, items, stock movements, and approvals
- Money movement review across invoices, ledger entries, and bank import rows
- Documents archive for receipts, quotes, invoices, returns, delivery notes, imports, and logos
- Audit log for owner/admin review
- Local SQLite cache with Firestore delta sync for dense review
Desktop
Operations review
Imports need attention
12 rows
Bank
PDF parsed
Items
Low confidence
Reports
Export ready
Turn WhatsApp requests into owner-reviewed quote drafts
When Kapso is configured, Recepo Functions can receive WhatsApp messages, extract quote intent with Gemini, and prepare drafts for owner approval before a customer link is sent.
- Verified Kapso webhook for inbound WhatsApp text messages
- Gemini extracts customer, phone, item, quantity, date, location, notes, and explicit price when present
- Heuristic fallback helps parse common Indonesian quote request patterns
- Price lookup from catalog items, quote templates, or recent quote history
- Missing-info replies ask for details before a draft is created
- Owner can approve the draft before Recepo sends the customer quote link over WhatsApp
AI quote intake
Owner approval required
Draft ready
Gemini
Details extracted
Price
Catalog matched
Kapso
Send after approval
Send professional quotes from the same product and service catalog
Quotes are the sales starting point. Recepo keeps draft, sent, viewed, accepted, revision, declined, expired, and converted states explicit so the team knows what happens next.
- Catalog product lines and free-form service lines
- Tax, discount, notes, terms, valid-until dates, and customer contact data
- Public customer page with accept, decline, and revision-request actions
- Activity timeline for sent, viewed, accepted, revision, payment, and conversion events
- Mobile and desktop quote creation share the same callable Functions
- Accepted quotes convert to invoices through explicit policy-controlled conversion
Quote
Q-1048 - Toko Melati
Public link ready
Rp 4.850.000
Draft
Line items added
Sent
Customer viewed
Accepted
Convert to invoice
Public quote links, QRIS when configured, and invoice conversion
Recepo's Functions layer powers public quote actions and payment automation while keeping sensitive credentials and conversion rules server-side.
- Public quote endpoints for view, accept, decline, and revision request
- Rate limiting and phone checks around public quote access
- QRIS payment creation for accepted quotes when Xendit is configured
- Xendit webhook handling for successful, failed, and expired payment events
- Paid QRIS quotes can auto-convert into paid invoices and AR ledger entries
- Expo push notifications for quote responses, payments, approvals, and invoice events
Functions
Public quote flow
When Xendit is configured
QRIS ready
Customer
Accepted link
Payment
Webhook verified
Invoice
Auto-converted
Capture documents, then review before saving
Recepo uses Gemini through a Firebase proxy so mobile and desktop can extract structured data without exposing the API key.
- Receipt and invoice extraction for counterparty, date, amount, taxes, categories, and line items
- Price-list scans can prepare product records
- Delivery-note scans can prepare stock movements and optional ledger entries
- Desktop invoice scan supports PDFs and image files
- Confidence indicators and low-confidence review gates
- Edited scan details are saved with audit context
Scan queue
Supplier price list
High confidence
92%
Vendor
Sumber Kopi
Line items
14 extracted
Review
Required before save
Know stock, supplier intake, and product costs
Recepo treats products, services, raw materials, and consumables as one catalog with inventory behaviour controlled by product settings.
- SKU, barcode, category, unit, sell price, cost price, and tax mode tracking
- Low-stock thresholds and dashboard alerts
- Stock movements for in, out, and adjustment events
- Delivery-note review can match scanned rows to existing products
- Desktop incoming-product imports match supplier rows to catalog items
- Stock activity remains traceable to import batches or scanned delivery documents
Inventory
Stock movement
Cup Plastik 16oz
12 left
SKU
CUP-16OZ
Reserved
Converted quote
Alert
Below threshold
Bring in messy files without losing control
The desktop app uses Rust for heavy parsing and review preparation, then Firestore writes happen only after the user confirms.
- Bank statement imports from CSV, XLSX, and PDF
- AI-assisted PDF bank extraction with duplicate detection
- Incoming product imports with column mapping, product matching, and low-confidence blocks
- Chunked Firestore commits for large import batches
- Money movement review states: needs review, matched, approved, exported, ignored
- Exportable CSV and accountant handoff workbooks
Import
Bank statement
Review before commit
42 rows
AI extracted
Duplicates
Flagged
Ledger
Ready to post
Owner visibility over every rupiah
Recepo separates customer-facing invoices from internal ledger entries while keeping AP, AR, paid revenue, expenses, and reports visible in the same operating system.
- Accounts Payable and Accounts Receivable visibility
- Invoice payment status, partial payments, reminders, and balances due
- Cash-based dashboard totals for paid revenue and committed expenses
- Revenue, AP/AR, cash flow, profit estimate, inventory, tax, sales, and quote conversion reports
- Accountant handoff workbook with invoices, ledger, payments, returns, and receipts
- Business document archive for linked source files and synthetic records
Cash view
Revenue vs expenses
Paid revenue
Rp 12.7M
AR
Converted quotes
AP
Reviewed expenses
Export
Ready for books
Let staff move fast while owners keep control
Recepo has separate governance moments for purchase requests before spend, expense approvals after spend, and owner review before AI WhatsApp quote drafts are sent.
- Purchase requests always require explicit approval
- Staff-created expenses always route to pending approval
- Admin approval thresholds and owner review limits
- Owner and admin approval queues for purchase requests and pending expenses
- Rejection reasons recorded and visible to submitters
- Audit events and push notifications keep the loop visible
Approval
Purchase request
Explicit action required
2 waiting
Staff
Submitted request
Owner
Approve or reject
Audit
Reason recorded
The right access for every role
Recepo keeps roles practical: owners have full control, admins operate finance and review, and staff focus on daily sales and capture.
- Owner: org settings, team, financial control, audit, billing, and reports
- Admin: finance, approvals, scanning, imports, products, quotes, and invoices
- Staff: quote creation, customer follow-up, scanning, history, and requests
- Invite members securely with a unique code
- Change roles or deactivate access
- Notification preferences for approvals, outcomes, quote responses, and payments
Team
Invite code active
Owner, admin, staff
5 roles
Owner
Full control
Admin
Operational review
Staff
Quote workflow
Prepare local work, then sync before sending
Mobile quote drafts and scan captures save locally. Sending, conversion, and payment actions require a network connection.
- Quote drafts can be prepared locally and synced before sending
- Receipt scan captures queue while offline
- Queued scans process through Gemini when the device reconnects
- Failed scans can be retried or discarded from the outbox
- Public quote sharing, customer acceptance, approvals, conversion, and payment actions require network
- Pending local work is visible in the offline banner and outbox
Offline
Local work queue
Sync before sending
3 pending
Drafts
Prepared locally
Scans
Capture queued
Online
Sync required