The back office every business needs.
Enquiries that become quotes, quotes that become orders, orders that are invoiced and paid, and the customers, people, documents, email and records behind all of it. It is what every J-Mach system starts from, and it stands on its own for a business that needs a tidy office rather than a sector system.
The screens below are J-Mach's own copy of the software, loaded with invented demo data. No customer's records appear on this site.
The hub
Live numbers, the module cards each carrying one figure, and a what's-due list: new enquiries to answer, quotes to chase, invoices to send, overdue invoices and renewals coming up. Nothing to tick off: when the job is done the item disappears.
Enquiries
Everything that comes in from the website form, the phone or a referral. Reply by email in the house style, or press Quote this and the customer account and a draft quote are made for you, linked back to the enquiry.
Quotes
Lines that are one-off or recurring per month or per year. Send with a PDF and an accept button the customer can press; chase the quiet ones from one list; clone to revise. Accepting creates the order in one step with the lines copied.
Orders
What was agreed: lines, dates, the customer's PO. A recurring line gives the order a renewal date and it appears on the hub sixty days out. Raise an invoice against an order as often as the agreement needs.
Invoices
Frozen lines and a number minted the moment it is raised. Email it, record the payment, export a CSV in the accounts package's import layout. Each export marks the invoices so nothing goes up twice.
Customers and people
One record per company with the people at it, everything quoted, ordered and invoiced, the service done for them, notes and files. The question it answers is how much do we do with them and what is due.
Service record
What was done for each customer and when: support, changes, hosting work, visits. Included work is what a service fee covers; billable extras wait here until they go on an invoice.
Reports
Quotes by month and by person, invoiced by customer and month, aged debtors, renewals due, service hours, enquiries by source. Every report exports as CSV from the same query, so the file always matches the screen.
Settings and data protection
Company details that print on every document, staff accounts and roles, the email log, a processing register, subject access search, retention review, spreadsheet imports and an audit trail.
Under every screen
The things that are true of the whole system, whichever modules sit on top.
- Per-user sign-in with roles; every action attributed in the audit trail
- Every document generated as a PDF from the record, never stored stale
- Every email a button press, and every send logged, including ones that were only simulated
- Files stored inside the database so they are in every backup
- Search across everything from one box
- Hosted on Render and Vercel under J-Mach's care, data returned as CSV on exit
Then bolt on what your sector needs
Mach Quote
Bills of materials, RFQs and supplier costing
What it doesMach Stock
Inventory, lots and reservation
What it doesMach Ship
Despatch, cartons and couriers
What it doesMach Books
Xero and the ledger
What it doesMach Pulse
KPIs and the reports the old system produced
What it doesMach Reach
Campaigns and engagement
What it doesMach Train
Courses, delegates, registers and certificates
What it doesMach Inspect
Equipment, inspections and certificates
What it doesMach Hire
Hire and sale of equipment
What it doesMach Portal
Customer and trainer logins
What it doesMach QA
QMS documents, training records and audits
What it doesTell us what your business runs on today
A short conversation is enough to say whether J-Mach is the right fit and what a first step would look like. Quotations are prepared separately for each job.