For Retail

Create quotes and invoices for retail, wholesale and online shops

Small retailers, B2B wholesalers and online shop owners regularly write quotes and invoices with many recurring items. OfficePilot creates these documents using your own price list, as a Swiss QR invoice and, if needed, as a proforma invoice for export. OfficePilot is not an inventory or merchandise management system, and it is not a point-of-sale system.

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Cancellation, data, exit

You can cancel monthly and yearly plans at any time for the end of the current billing period, in your account via the Stripe customer portal. Access stays active until then. Cancellation (Terms, section 7)
Before you delete your account you can download your records yourself (account → settings → Export my data). Deletion happens immediately, within 30 days at the latest; posted accounting data and finally issued invoices are kept locked for as long as the statutory retention period runs; no account has access to it any more. You are responsible for keeping your own business records. Deleting data (Privacy policy, section 6) Alternatively, you can request the release of your data by email to info@officepilot.ch. Your rights (Privacy policy, section 9)
Data may be processed in, or accessible from, Switzerland, the European Economic Area and the USA. Storage locations (Privacy policy, section 5)

Quotes for business customers from a price list

Business customers expect a clear quote with items, quantities, units and prices. You store your items once in the price list and assemble the quote anew for each enquiry. By voice input or keywords you get a draft that you review and adjust before sending it as a PDF.

Items that aren't yet in the price list stay visibly marked, so you can check the prices before sending.

Invoice with QR payment part

You turn the quote into an invoice with the convert-to-invoice function: customer, texts and line items are carried over. If IBAN, address and company details are on file, OfficePilot generates a valid Swiss QR invoice with a payment part.

Proforma invoice for export and customs

For shipments abroad you create a proforma invoice, for example as a basis for customs clearance. You can enter Incoterms if you use them; they are optional. Which details customs and your forwarder require in each case, please clarify with them directly.

Reminders from Standard

You keep an eye on open invoices. From the Standard plan, OfficePilot flags overdue invoices and prepares the reminder at the click of a button; you review it before it is sent.

Connect your online shop

If you run an online shop, it can send a webhook (HTTP call) to OfficePilot for each order. OfficePilot creates an invoice with a QR payment part from it. By default the invoice is only prepared and you are notified; you have to switch on automatic delivery to the customer yourself. There are no ready-made plugins for individual shop systems; any shop or service that can send an HTTP POST with JSON for each order will work. The shop connection is part of the Standard and Professional plans.

How it works with OfficePilot

1
Store items in the price list
Enter items once with unit and price and combine them anew for each quote.
2
Review and send the quote
Check the draft, adjust it and send it to the business customer as a PDF.
3
Create the invoice with a QR payment part
Convert the quote into an invoice, or into a proforma invoice for export shipments.

Checklist before sending

Item prices and units are up to date
Billing and delivery addresses are correct
For export: Incoterms and customs details are clarified
Payment details for the QR invoice are complete

Frequently asked questions

Does OfficePilot replace my inventory system or point of sale?

No. OfficePilot creates quotes, invoices, proforma invoices, contracts and reminders. It does not offer stock management or point-of-sale functions.

Can I connect my online shop?

Yes, from the Standard plan. Your shop sends a webhook (HTTP call) to OfficePilot for each order, which creates an invoice with a QR payment part. There are no ready-made plugins for individual shop systems.

Can I create a proforma invoice for export?

Yes. You can enter Incoterms if you use them. Which details customs require in a given case, please clarify yourself with the competent authority.