Sales in kintone: outputting quotes, delivery notes and invoices in bulk
Published / Updated
To manage sales in kintone, keep each stage (quote, order, delivery, invoice and payment) in kintone apps, then output quotes, order confirmations, delivery notes, invoices and receipts from those records. With PRING for kintone you keep the layout of your existing Excel files, formulas and merged cells included, and output PDF or Excel.
For month-end invoices, filter a list and press Bulk export to get one document per record bundled in a ZIP file. Quotes and invoices can be emailed one record at a time from your own mail server with Send email. Every output is logged in the audit log inside your own kintone (as of 2026-10-27).
Which documents do you output at each sales step?
Manage the process from quote to payment with one app per document, or with statuses in a single app. Either way, documents are output from records in the same way. Under each step, the diagram shows an example of the document PRING outputs.
- Inquiry and quote
Quote (sent by email)
- Order
Order confirmation
- Delivery
Delivery note
- Invoice
Invoice (bulk output at month end)
- Payment check
Receipt
- Receivables
Receivables report (one sheet from a list)
You can change the number and names of the steps to fit your process. Document links accepts 1 to 12 steps.
What does PRING output at each step?
Every document in the table below comes from an Excel file that you register as a template. Text documents such as contracts can be made with Word as well.
| Step | Document PRING outputs (example) | Feature used | Point |
|---|---|---|---|
| Inquiry and quote | Quote | Document output, email, approval seals | You can show the button only after a manager approves. Email is sent one record at a time. |
| Order | Order confirmation | Document output | The values on the order record are filled into the cells of the order confirmation. |
| Delivery | Delivery note | Document output, line-item expansion | Subtable lines expand into rows. You can also choose how to grow when there are many lines. |
| Invoice | Invoice | Document output, bulk output, email | At month end, filter a list, run bulk output and receive a ZIP file. |
| Payment check | Receipt | Document output | You can show the button only when the status is paid. |
| Receivables | Receivables report | Summary output | Filter the invoice list by payment status and output it as one Excel sheet. |
How do approval records, the audit log, document links and scheduled output help in sales?
In sales, keeping a copy of each document you issued and a record of who approved it lets you answer questions and checks quickly.
Approval records and seals
When quotes or discounts are approved with kintone process management, the approver and the time are recorded on the record, and a seal for each approval step (a date stamp for people without a seal image) is placed on the quote. You can set up to 10 approval steps.
Help: Approval records and a seal per approval stepAudit log
Create the PRING File Log app in your own kintone, and each time you output, attach, replace or delete an invoice, one row with the time, version, file name and SHA-256 is added. You can check afterwards which version was issued. The records are not stored on PRING servers.
Help: Audit log of output filesDocument links
Link the quote, order, delivery and invoice apps with the upstream number (LOOKUP), and from any record you can check the documents and attachments of the case and the invoiced total on one screen. You can also make an evidence bundle PDF with a cover page for a customer or an audit.
Help: Case links and the evidence bundleScheduled output
On a fixed day each month, invoices for the records that match your conditions are created automatically and saved in the records' attachment fields. It is available within the number of schedules in your plan. It does not send email automatically.
Help: Set up scheduled output
How do you set up sales output?
First build the apps in kintone, then register templates in the PRING settings screen. The quickest way is to start with one invoice template (about 10 minutes per template).
Build the sales apps in kintone
Create apps for quotes, orders, delivery, invoices and payments (or one app with statuses) in kintone. PRING does not create these apps. If you already have sales apps, you can use them as they are. Put line items in a subtable.
Register an invoice template
Register the Excel invoice you use now in the settings screen and map fields to the cells for customer, invoice number, line items and totals. You can try the sample xlsx below first.
Help: Register a templateSet up line items and totals
Map the line items as a subtable. Subtotal, tax and total stay as Excel formulas. Prepare the items required by Japan's invoice system in your own Excel file.
Help: Set up the layout of line items (subtables)Decide when the button appears
For each template, choose the statuses in which the button appears (for example, output the quote only when approved) and the users and organizations who can use it.
Help: Control when export buttons appearSet up email
Register your own mail server (SMTP) in the mail settings. Send quotes and invoices one record at a time from Send email on the record detail screen.
Help: Set up mail sendingOutput month-end invoices in bulk
Filter the list by billing month or customer, press Bulk export, choose the template and the records, and start. When it finishes, download the ZIP file.
Help: Batch export from a listSet up the audit log
Create the File Log app in the Audit log tab of the settings screen, and the record of outputs starts.
Help: Audit log of output files
Can I download a sample invoice xlsx?
We prepared one invoice in Excel. Markers in the form {{field name}} are placed in the cells for customer, invoice number, invoice date, payment due date, registration number, line items and totals. Amounts, subtotal, tax and total are formulas. We do not currently provide samples for purchasing or expense documents.
Download the sample invoice xlsx{{...}} marks where a kintone field goes. You map the cells in the PRING settings screen. The file contains no company names or bank details. Items required by Japan's invoice system are prepared in your own Excel template; this sample is just an example of a layout.
Frequently asked questions
Can I output everything from quote to invoice from one Excel file?
You register one template per document. The quote, order confirmation, delivery note and invoice each appear as a separate button on the record screen.
Can I output all the month-end invoices at once?
Yes. Filter the list and press Bulk export to create one invoice per record bundled in a ZIP file. You can select the records shown on the current page of the list, and if there are more, split the work into several runs.
Can I email invoices in bulk?
No. Email is sent one record at a time with Send email on the record detail screen. Bulk output and scheduled output only create the documents and attach them to the records.
Can I keep a copy of the invoices I issued?
You can save them in the record's attachment field. With the audit log set up, each output adds the time, version, file name and SHA-256 to the File Log app in your kintone.
Does PRING prepare the items required by Japan's invoice system?
No. Prepare the registration number and the breakdown by tax rate in your own Excel template and fill in kintone fields. PRING does not decide the layout of your template.
Can I make a receivables report?
Yes. Filter the invoice app's list by payment status and use a summary-output template to put it into one Excel sheet. Totals and balances are calculated by the formulas in your template.
Try it on this month's invoices for 7 days
No credit card is needed, and nothing is charged automatically when the trial ends (once per kintone domain). With the sample invoice you can reach your first output quickly.
Try free for 7 days