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Feature

Sample and catalogue tracking that gets the boards back

If winning the job means putting samples in a client’s hands — fabric, stone, tile, laminate, timber, paint — every book and board is barcoded, issued against a client with a due date, and scanned back in. The ones that decide a job stop disappearing.

Qaflo is ERP software for UAE contractors: quotations, purchasing, stock, job costing, invoicing, the VAT return and payroll, in one system.

A register, not a shelf somebody remembers

Sample libraries are usually run from memory and a shelf. The expensive boards go out to the clients most likely to buy, which is exactly why they are the ones that never come back. Every item here is a record with a barcode or QR label printed from the system, so what left the office is a fact rather than a recollection.

  • Barcode and QR label printing per item
  • Specification, supplier and price band held against every sample
  • The register is the same database as the customer it went to
The Qaflo sample and catalogue register with barcodes and issue status

Issued to someone, due on a date

A sample goes out against a client or a rep with a date it is expected back, and is scanned in when it returns. That is what makes the overdue list mean something: it is derived from issues and returns rather than typed up by whoever last thought to check.

  • Issue to a client or to a rep, with a due date
  • An overdue list that is actually accurate, because nothing maintains it by hand
  • Scanned back in against the same record it went out on
The modules behind it

Where this lives in the platform

One database underneath all of it, so what you enter here is what everyone else reads.

Samples & catalogue

For any business that wins work by putting samples in a client's hands. Every book, board or swatch barcoded, issued against a client with a due date, and scanned back in — fabric, stone, tile, laminate, timber or paint.

Sales & CRM

Enquiries, quotations and their revisions, orders and deliveries on one pipeline. The quotation that was accepted is the one the job gets built from, and both are still there when the client asks.

Questions

What people ask about this

Do we need special hardware?
A label printer for the barcodes and anything that can scan one. The labels are generated by the platform, so there is no separate barcode system to keep in step.
Is this only for fabric and curtains?
No. It is for any business that wins work by putting a physical sample in front of a client — stone, tile, laminate, timber and paint libraries run the same way. It sits under Features rather than under a trade for exactly that reason.
Does it tell us which samples win work?
It tells you what went out, to whom, and whether it came back. Each item carries its specification, supplier and price band, so the register answers what was shown and what it costs — not, on its own, which sample closed the deal.
More features

The other things it does end to end

Job costingMargin that moves as cost landsOpen
WPS payrollBank-ready SIF, to the CBUAE formatOpen
VAT return (FTA 201)Built box by box from posted invoicesOpen
UAE e-invoicingThe 2027 mandate, and where we fitOpen
Fleet trackingYour vans on a live map, beside the jobOpen

See sample tracking on your own data

Book a working session and we will walk it through one of your own jobs rather than a demo dataset.

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