Sales Admin — Back Office Sales
Department: Sales
Level: Operational
Primary objective: Process commercial documents — orders, invoices, payments — correctly and on time
What this role does
The Sales Admin is the operational backbone of the sales department. They don't sell — they ensure that everything colleagues sell is documented, invoiced and tracked correctly. They manage document volume: sales orders, invoices, credit/debit notes, payments, recurring billing.
Modules used daily
| Module | Where to find it | What you use it for |
|---|---|---|
| Sales Orders | Sales → Orders | Process incoming orders |
| Invoices | Sales → Invoices | Issue and track invoices |
| Proformas | Sales → Proformas | Issue pre-invoice documents |
| Recurring Billing | Sales → Recurring | Manage subscriptions / automatic invoices |
| Credit Notes | Sales → Credit Notes | Reverse an invoice fully or partially |
| Debit Notes | Sales → Debit Notes | Supplementary billing on an existing invoice |
| Payments | Sales → Payments | Record receipts |
| Invoice Items | Sales → Items | Check the product/service catalogue |
| Clients | CRM → Clients | Verify tax data and addresses |
| Payment Modes | Sales → Payment | Select the correct method when recording |
Daily routine
Morning — new orders
- Open Sales Orders → filter by status "New" / "Unprocessed"
- Check each order: correct client, correct prices, confirmed quantities
- Confirm the order → convert to Invoice (or flag for warehouse confirmation if physical delivery is involved)
Before lunch — invoices to issue
- Open Invoices → filter by status "Draft"
- Verify client tax data (VAT number, address, VAT regime) — if missing → update in Clients
- Finalise and send the invoice by email directly from the platform
Afternoon — payment tracking
- Invoices → filter Overdue (past due date)
- Send payment reminder for invoices > 5 days overdue
- Record payments received in Payments — associate to the correct invoice
Weekly
- Check Recurring Billing — confirm automatic invoices were generated correctly
- Export the list of unpaid invoices for the financial manager
Key workflows
Workflow 1 — Standard order processing
Sales Order confirmed by AE
→ Verify items, prices, client
→ Convert to Invoice
→ Check client tax data
→ Send invoice by email
→ Record payment upon receipt
Workflow 2 — Invoice reversal / correction
Client reports an error or returns goods
→ Open the original invoice
→ Create Credit Note (partial or full reversal)
→ Credit note automatically reduces the client's balance
→ If physically returned → coordinate with warehouse
→ If corrected invoice needed → new Invoice
Workflow 3 — Client with subscription / recurring invoice
At setup → create the template in Recurring Billing
→ Define: frequency, generation date, items, client
→ Platform generates invoice automatically on the set date
→ You verify and send → record payment
Workflow 4 — Proforma for client paying in advance
AE requests proforma for advance payment
→ Create Proforma with the advance amount
→ Send to client
→ Client transfers → record partial payment
→ On delivery completion → issue final Invoice (with advance deducted)
Key metrics
| Metric | What it means |
|---|---|
| Uninvoiced orders (unconverted orders) | Confirmed orders without invoice yet |
| Overdue invoices > 30 days | Receivables at risk of non-collection |
| Average invoice issuance time | Days from order confirmation to sent invoice |
| Invoice errors | Invoices reversed and reissued |
Common special cases
New client — missing tax data: Before issuing the invoice → open Clients → fill in VAT number, registered address, VAT regime, IBAN (if they pay by bank transfer). Without complete data, the invoice cannot be fiscally validated.
Partial payment: When recording in Payments — select the invoice, enter the partially paid amount. The invoice remains in "Partially Paid" status, the remaining balance stays visible. For the second payment — record the difference.
Post-invoice discount: Use a Credit Note for the discount amount — do not modify the original invoice that has already been sent. The credit note reduces the client's balance.
Practical tips
Don't convert the order to invoice without verifying client data. An invoice with the wrong VAT number or incorrect address means reversal, reissuance and lost time.
Record payment the same day you receive it. Delays create confusion — the client may receive a payment reminder even though they've already paid.
Use filters, not search. With high invoice volumes, filters by status (Overdue, Partially Paid, Draft) are more efficient than searching individually.