A Potega IT product · EN · NO · PL
Online order acceptance — no printing, signing or scanning.
DealFlow is an app where you prepare an offer, send the client a link, and they accept it with one click. The system records an audit trail of the acceptance and makes sure an accepted quote can no longer be changed.
per order
EN, NO or PL per installation
Installation upgrade
Gross amount: 1,635.00 USD
✓ Link sent to the client
✓ Link opened
✓ Accepted: two declarations
✓ Recorded: time, IP, browser,
terms version, content fingerprint
✓ Quote locked against edits
✓ Audit trail PDF readyHow it works
Five steps from offer to accepted agreement. The client does not create an account — they just open a link.
You create the order
In the panel you pick the client and services from your catalog. Totals update live.
You send the link
The system generates a unique link. Email it from the panel or copy it.
The client accepts
They read the offer and terms, tick two declarations and click the accept button.
The system records the proof
The order locks. Time, IP, browser and terms version are recorded.
You settle installments
You generate Proformas for bank transfer and mark payments. Finally you close the order.
How it looks
Five key screens: what the client sees and what you manage in the panel.
Client acceptance page
The client sees both parties’ details, the scope of work, the quote lines and totals broken down by tax rate. The accept button only becomes active after both declarations are ticked. The page carries your logo and company details.
Order number: DEMO-2026-0012 · Offer valid until: Oct 30, 2026, 12:00 PM
Installation upgrade
| Item | Quantity | Net price | Net value | Tax |
|---|---|---|---|---|
| Installation work | 1 | 1,200.00 USD | 1,200.00 USD | 10% |
| Consumables | 1 | 300.00 USD | 300.00 USD | 5% |
Order list in the panel
One place to work with offers: order and payment statuses, due dates, search and filters. From the list you run actions: duplicate an order as a new draft, renew an expired offer, and cancel with a stated reason.
| Number | Client | Title | Net + tax = gross | Status | Payments |
|---|---|---|---|---|---|
| DEMO-2026-0005 | Example Co. | Installation upgrade | 1500.00 + tax = 1635.00 USD | Accepted / agreement concluded | Partially paid (1/2) |
| DEMO-2026-0004 | Sample Studio | Website | 2400.00 + tax = 2640.00 USD | Accepted / agreement concluded | Awaiting payment (0/2) Overdue |
| DEMO-2026-0003 | Test Service | Annual inspection | 800.00 + tax = 880.00 USD | Completed | Paid (2/2) |
| DEMO-2026-0002 | Demo Services | Consultation | 350.00 + tax = 385.00 USD | Draft / offer awaiting acceptance | No schedule |
| DEMO-2026-0001 | Example Co. | Repair | 600.00 + tax = 660.00 USD | Cancelled | No schedule |
Actions: Duplicate as a new order (draft) · Renew an expired offer · Cancel selected orders
Installment schedule and Proformas
You split the payment into percentage installments (they must add up to 100%). For each installment you generate a Proforma with its own link, send it to the client and mark the payment once received. An installment with a generated Proforma is frozen.
| Label | Share (%) | Status | Due date | Gross amount | Proforma | Action |
|---|---|---|---|---|---|---|
| Deposit 1 | 30.00 | Proforma generated / sent | Nov 5, 2026 | 490.50 USD frozen in the Proforma |
DEMO-PF-2026-0001 Send by email |
Mark as paid Cancel Proforma |
| Deposit 2 | 70.00 | Installment draft (Proforma not generated yet) | — | 1,144.50 USD preview |
— | — |
+ Add another installment / Proforma
Audit trail PDF report
For every accepted order you can download a report: party details, pricing, the accepted terms version, the exact wording of the declarations, the acceptance trail (time, IP, browser), a digital content fingerprint and a full event history. Useful for your archive and for showing the client.
Order audit trail report
(Audit Trail) — record of the order and its acceptance
1. Parties
| Contractor Service Studio Reg. no.: 11-1111111 | Buyer Example Co. LLC Reg. no.: 00-0000000 |
2. Pricing
| Item | Tax | Net | Gross |
|---|---|---|---|
| Installation work | 10% | 1,200.00 | 1,320.00 |
| Consumables | 5% | 300.00 | 315.00 |
| Total | 1,500.00 | 1,635.00 USD |
3. Terms
Accepted version: v2.0
4. Proof of acceptance
| Date and time | October 12, 2026, 10:14 UTC |
| Client IP address | 203.0.113.24 (example) |
| Browser | Chrome / Windows (example) |
The client ticked and confirmed the following declarations:
1. I declare that I act on behalf of a business (B2B)… 2. I have read and accept the Terms of Service and the Privacy Policy…
5. Document integrity
Digital content fingerprint calculated at the moment of acceptance (example):
6. Full event history
| Date and time | Event |
|---|---|
| Oct 12, 2026, 9:58 AM | Order created |
| Oct 12, 2026, 10:12 AM | Acceptance link sent by email |
| Oct 12, 2026, 10:13 AM | Acceptance link opened |
| Oct 12, 2026, 10:14 AM | Accepted |
| Oct 14, 2026, 12:05 PM | Installment marked as paid |
Proforma for the client
The client opens the link and sees the installment amount, the transfer details and an automatic payment reference that makes the payment easy to match. It is a working document for settlement between the parties, not an accounting invoice.
Working / informational document for bank transfer — not an accounting invoice.
Deposit 1 — relates to order DEMO-2026-0005 (Installation upgrade)
Account 0000000000 · Routing 000000000 (example)
Illustrations on fictional data. The appearance of the real panel and client pages may differ slightly; the logo and company details are set separately for each installation.
What DealFlow does
Everything a small service business needs to go from an offer to an accepted order and settled installments.
Unique acceptance link
Every order has its own link. Email it straight from the panel, or copy it and share it through any channel.
Acceptance with an audit trail
Two client declarations, time, IP address, browser and terms version. The client gets a confirmation with the terms as a PDF, and you get a notification.
Locked after acceptance
The quote, currency and client details are frozen. A digital content fingerprint helps show the document has not changed since acceptance.
Audit trail PDF report
One document with the parties, pricing, declarations, acceptance trail and event history — even if the order is later cancelled.
Service catalog and per-line tax
Services from the catalog fill in name, price and rate. One order can have different rates. Add a client database, currencies and payment terms.
Installments & Proformas
A schedule of percentage installments, a Proforma with a link and payment reference, and manual payment marking.
Versioned terms
One version is active at a time. Accepted orders remember the version the client actually accepted.
Full order lifecycle
Cancel with a reason, renew expired offers, duplicate as a template and mark orders as completed.
Who it is for
DealFlow is general-purpose: you add your own services to the catalog and get going. It is not tied to any industry, so it suits any business that sells services to other businesses (B2B).
What deployment looks like
- — One installation per company, with its own database. Client data is never mixed between companies.
- — Client pages and emails carry your logo and company details, on your own domain or subdomain.
- — Language of the panel and client pages: English, Norwegian or Polish (one language per installation).
- — Hosting, backups and updates are included in a monthly subscription. Pricing on request.
What DealFlow does not do
We would rather say it up front than have you ask.
- — It is electronic acceptance with an audit trail, not an electronic signature in the sense of e-signature legislation.
- — It does not issue invoices. A Proforma is a document for bank transfer; you issue invoices in your own accounting software.
- — There is no integration with accounting software.
- — You decide the content of the terms. DealFlow only stores their versions and shows them to the client.
Questions and answers
Does the client need to create an account? +
No. The client opens the link, reads the offer, ticks two declarations and accepts.
Can I edit an accepted order? +
No, because the accepted quote is the record of the agreement. You cancel the order with a stated reason and create a new one, for example by duplicating it.
What if the offer expires? +
Renew it with one click: a new offer is created with the same lines, a new link and a new expiry date.
Can I see it working live? +
Write to us through the contact form on the main page and we will show you the product with an example.
Ask about DealFlow
Tell us what your business does and how you collect order acceptances today. We will reply within one business day and suggest next steps.
In the form, choose the topic or mention DealFlow in your message. You can also email contact@potegait.com.