From quote to e-invoice without rewriting anything
PrinTrace’s accounting module handles e-invoicing for print shops and digital printers, inside the same ERP as production. Delivery notes, pro-forma invoices, payments, payment schedule, reminders, cash book, Ri.Ba. and agent commissions. The invoice reuses the job’s own data, so nothing gets rewritten.
E-invoicing for print shops, inside the ERP
PrinTrace’s accounting isn’t a separate program you have to connect. It’s the same ERP that produced the quote and followed the job. That’s why the delivery note is created from the job, and the e-invoice is created from the delivery note. It covers invoices issued and received, receipts and payments, cash book, ledgers, VAT register and agent commissions. It all runs inside the same software, with no separate program to run alongside it.
The problem with admin kept separate from production
The same data, written out three times
Job ticket, delivery note, invoice: client name, job description, quantity, copied out by hand three times. A company with 80 invoices a month spends 80 hours a year just filling them in and checking them. With PrinTrace the invoice reuses the job’s data and the time drops by 60%. That’s 48 hours recovered, about €1,200 a year.
Who hasn’t paid yet?
You find out when you need cash, by reading the bank statement. Reminders go out late and one at a time. In PrinTrace, the payment schedule shows overdue invoices, and reminders can go out in bulk too.
The job changed, the price didn’t
The client added a laminating step halfway through and nobody wrote it down. The invoice comes out with the price from the quote. PrinTrace tracks every change to the job with the resulting price change, and the invoice reuses it.
Estimates from the PrinTrace Mini Analysis, 30 companies, 2025, conventional hourly cost €25 an hour. Download the Mini Analysis (PDF, in Italian) →
How it works
From delivery note to invoice, with the same data
At delivery, you issue the delivery note from the job: client, description and quantity are already there. Need a document before payment comes in? Issue a pro-forma invoice. Then you invoice, one job at a time or several together with bulk invoicing. At month end, you issue the invoices for every delivery in the period in one go. Every invoice stays linked to its job and its delivery note.
E-invoicing
You issue the e-invoice from PrinTrace, with the data from the invoice you’ve just created. No double entry, no copying errors. Sending to Italy’s SDI system happens directly from PrinTrace, with no intermediaries. E-invoicing is included in the monthly fee.
Supplier invoices and credit/debit notes
You register supplier invoices in accounts payable, with payment dates. Does an issued invoice need correcting? Issue the linked credit or debit note. You record receipts and payments as they happen, and the client’s or supplier’s ledger updates.
Payment schedule, receipts and Ri.Ba.
The payment schedule shows what you’re due to receive and what you’re due to pay, with the dates. You record the receipt and the invoice shows as paid. Do you work with bank collection orders? PrinTrace creates the Ri.Ba. files for the bank. At a glance, you know how much is coming in and going out over the next few weeks.
Single and bulk reminders
One overdue invoice, one client: you send a single reminder. Twenty overdue invoices, twelve clients: with the bulk reminder you send them all together. Amounts and dates come from the payment schedule, with nothing copied out again.
Cash book, ledgers, VAT register
Every transaction ends up in the cash book. For every client and supplier you open the ledger and see invoices, receipts and payments. The VAT register and revenue reports are ready whenever you ask for them, for whatever period you choose. At month end, you know how much you’ve invoiced without waiting for the accounts.
Agent commissions
Do you have agents or sales representatives? PrinTrace calculates the commissions, keeps each agent’s ledger and records the payments you make to them. No spreadsheets at the end of the quarter and no arguments about who’s owed what.
Every change to the job, with its price
The client changes paper halfway through the job, adds an operation, increases the print run. PrinTrace records the change to the job and the resulting price change. When you invoice, the price is the one for the job actually done, not the one from the quote three weeks earlier.
What changes in your company
- 60% less time on invoices, with no rewriting errors. Estimate from the 2025 Mini Analysis, 30 companies.
- You know who owes you what, day by day, and you can chase them in bulk.
- A single program for production and admin: no data rewritten from one piece of software to another.
- Commissions calculated, not argued over.
In 2025, companies using PrinTrace issued 85,410 invoices. On preparing, sending and checking them, they saved about 4,271 hours. Aggregated data from active customers, hours estimated on time with and without the ERP. See all the results →
Case type C, a structured company. 1,800 invoices a year, 5 minutes each to copy out: 150 hours. With the ERP, 60% less: 90 hours recovered, about €2,250 a year, with no rewriting errors. PrinTrace Mini Analysis 2025, 30 companies, conventional hourly cost €25 an hour. Average figures, not a promise.
One set of data, from quote to invoice
PrinTrace’s invoice is the last step in a chain. The quote becomes a job, the job draws down inventory and generates the delivery note and invoice. Revenue feeds the dashboard and the quoted-versus-actual comparison. Your clients find their invoices in the customer portal, without asking for them by email.
Frequently asked questions about accounting and invoicing
Does PrinTrace handle e-invoicing?
Yes. You issue the e-invoice from the ERP, with the data from the job and the delivery note already filled in. You don’t copy anything from one program to another, and you don’t need a second piece of software for admin. E-invoicing is included in the monthly fee.
Do I need another piece of software for accounting?
Not for day-to-day management. Cash book, client and supplier ledgers, VAT register, receipts, payments, payment schedule and Ri.Ba. files are all inside PrinTrace. It’s the same ERP that handles quotes and jobs, so data moves from one step to the next with no rewriting.
How do I keep track of who hasn’t paid?
With the payment schedule: it shows invoices due and invoices overdue, client by client. From there you send a reminder to a single client, or to all late payers together with the bulk reminder. When the payment arrives, you record it and the invoice comes off the overdue list.
Does it handle delivery notes and bulk invoicing?
Yes. The delivery note is created from the job on delivery, with client, description and quantity already filled in. At month end, you issue every invoice for the period in a single operation with bulk invoicing. Every invoice stays linked to its delivery note and its job.
Does it calculate agent commissions?
Yes. PrinTrace calculates each agent’s commissions and keeps the agent’s ledger with what’s accrued and what’s been paid. It also records the payments you make to them. This applies to agents and sales representatives. At the end of the period, you know what’s owed to each of them, with no spreadsheets and no arguments with the sales team.
Want to see your own month end in PrinTrace?
Bring us a typical delivery note and invoice. In 45 minutes, online or in person, we’ll walk together through the path from job to e-invoice.
Tel. +39 06 5290689 · info@printrace.eu
DPS Soluzioni Informatiche, Viale Giorgio Ribotta 11, 00144 Rome, Italy