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Story: Petra CRM & Invoicing — From Connection to Cashflow

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Use Cases

The Challenge

A growing creative agency, VistaWorks, was great at building client relationships but struggled behind the scenes.

  • Sales reps kept client notes in emails and spreadsheets.
  • The finance team chased late payments with no visibility into project status.
  • Nobody had a single view of the customer journey — from first meeting to final payment.

Stage 1: Using CRM Alone

VistaWorks adopted Petra CRM to replace scattered records with a central hub.

  • Every client profile now included conversations, proposals, and upcoming opportunities.
  • The sales team could see the pipeline clearly, with reminders for follow-ups and renewals.
  • Management had reliable sales forecasts instead of guesswork.
👉 CRM helped them nurture stronger relationships and close more deals.
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Stage 2: Invoicing as the Revenue Engine

Separately, the finance team rolled out Petra Invoicing.

  • They stopped using manual Word templates. Invoices were professional, branded, and easy to send.
  • Payment reminders went out automatically, cutting down on overdue accounts.
  • Finance gained visibility into who had paid, who hadn't, and how much was outstanding.

👉 Invoicing brought discipline to cashflow and collections.

Stage 3: Connecting the Dots — CRM + Invoicing Together

The real shift came when CRM and Invoicing were combined.

  • A deal marked “Won” in CRM instantly created a draft invoice — no re-typing.
  • Client profiles now showed not only conversations and projects, but also invoices and payment history.
  • Sales and finance finally spoke the same language, because they shared the same system.
  • Leadership could trace every euro earned back to the client journey that generated it.

👉 Together, CRM + Invoicing created a closed loop: win the client, deliver the work, collect the payment.

The Payoff

VistaWorks became more professional, more trusted, and more efficient.

  • Clients enjoyed the smooth process from proposal to payment.
  • Sales stopped worrying about billing delays.
  • Finance could forecast with confidence.
  • Management had a full picture of revenue health in one place.
FAQ

Frequently Asked Questions

Yes. If you only need to send professional invoices and track payments, you can use the Invoicing module on its own.
Absolutely. CRM helps track leads, manage client data, and monitor opportunities without billing features.
That's where Petra shines. Every task and milestone links to logged hours, so you can track time, cost, and progress in one place. This helps with accurate billing, better forecasting, and true performance visibility.
Every client in CRM is directly tied to their invoices and payment history. Deals marked as “Closed” can automatically generate invoices, creating a smooth workflow from sales to billing.
Yes. If used with Timesheets or Project Management, invoices can be generated from logged hours, completed milestones, or reimbursables.
No. Petra Invoicing supports automated reminders and multiple payment options to make collections smoother.
Not at all. Small businesses, agencies, and even freelancers benefit by having client history and billing in one place.