Everything your horticulture
business needs in one place
HortiOwl covers the full operational lifecycle — from the first customer enquiry through to goods received from your supplier — with UK VAT, plant passport compliance, and team access controls built in.
From enquiry to payment — without the paperwork
Every step of your sales workflow in one place, with documents ready to send at each stage.
Lead & Enquiry Management
Capture walk-in or phone enquiries against lead customers. Convert promising enquiries into quotes in a single click — all history preserved.
Professional Quotes
Build itemised quotes with per-line quantities, unit prices, and automatic discounts. Sequential quote numbers (QU-001, QU-002…) with PDF download and email send built in.
One-Click Order Conversion
Accept a quote and convert it to a sales order instantly. Availability is checked at conversion time so you never oversell.
Sales Order Lifecycle
Track orders through PENDING → CONFIRMED → PICKING → DISPATCHED → DELIVERED with status buttons at every step. Date required, haulier, and delivery notes recorded throughout.
Credit & Debit Notes
Issue credit notes (CN-001…) or debit notes (DN-001…) against any invoice with a mandatory reason code (PRICING_ERROR, STOCK_DAMAGED, WRONG_ITEM, CUSTOMER_RETURN, DISCOUNT_MISSED, DUPLICATE_INVOICE, OTHER). Customer returns automatically restock to the original batch.
Quote Expiry & Conversion
Every quote has a `validUntil` date. The dashboard shows quotes expiring this week so nothing slips through, and accepted quotes convert to a sales order in one click — with availability checked at conversion.
Order Copy, Quick Process & Duplicate Detection
Copy any order to start a new one in seconds, use Quick Process to take an order from PENDING straight through to invoice, and trust duplicate detection to flag identical orders placed within five minutes.
Delivery Schedule
A weekly calendar of every confirmed and expected delivery. When a customer rings to ask when they're getting their order, search by name, order number or postcode, click the card and read the address, contact phone and delivery directions back to them on the spot.
Payment Recording
Log payment amounts, dates, and method against invoices and orders. Outstanding balance calculated automatically. No double-entry required.
Batch tracking from propagation to despatch
Know exactly where every plant is, where it came from, and how much you have available to sell right now.
Three-State Stock Model
Stock is tracked as Saleable (ready to sell), Growing (not yet ready), and Reserved (allocated to an order) — giving you an honest picture of what you can actually sell today.
Multi-Site Inventory
Configure multiple sites (greenhouses, fields, polytunnels, retail) with structured addresses on the tenant profile. Each batch is tagged to its site and inventory views show the site column so you always know where stock physically lives.
Batch / Lot Tracking
Every receipt creates a batch with its own quantity, supplier, origin country, batch reference, and expiry date. Full traceability from supplier invoice to customer delivery note.
Plant Passport Support
Capture the four elements required by UK Plant Passport legislation (species, origin country, batch reference, certification body) at goods-in. Print or export passport data per batch.
Grow-to-Saleable Movements
Move stock between Growing and Saleable as plants become ready. Each movement is logged with a timestamp and user for a complete audit trail.
Low-Stock Alerts
Set reorder thresholds per product. HortiOwl monitors stock levels and sends an email alert when saleable quantity falls below your threshold.
Stock Audit Trail
Every stock movement — receipt, allocation, release, adjustment, write-off — is recorded. Filter by product or date to investigate discrepancies.
Buy smarter, receive accurately
Manage your supplier relationships and goods-in process with full traceability — required for plant passport compliance.
Purchase Orders
Raise purchase orders against your supplier catalogue. POs move through DRAFT → SENT → CONFIRMED → PARTIAL → COMPLETE so you always know what is outstanding.
Call Offs
Split a confirmed PO into delivery tranches with call offs. Useful for phased deliveries from nursery suppliers — each call off tracks its own status independently.
Goods Received Notes (GRN)
Create a GRN against any confirmed PO. Record supplier, origin country, batch reference, and expiry date per line. Posting the GRN atomically creates stock batches and updates inventory in one operation.
Supplier Traceability
Origin country, batch reference, and expiry date captured at goods-in feed directly into your batch records. Every batch on your system is traceable back to its GRN and purchase order.
Quantity Reconciliation
HortiOwl compares quantities ordered vs quantities received and automatically advances the PO to PARTIAL or COMPLETE — no manual status updates needed.
Admin-Controlled Posting
GRNs are created as drafts and can be reviewed before posting. Only admins can post a GRN, ensuring goods-in is a controlled, auditable process.
Compliant invoices, automatically
UK VAT handled correctly for plants and horticultural goods. PDFs ready to send the moment an order is delivered.
Auto-Generated Invoices
Generate a VAT invoice from any delivered sales order in one click. Invoice number, date, line items, and totals are populated automatically from the order.
UK VAT Rates
Products are configured with 0% (live plants, seeds) or 20% (standard rate) VAT. Every invoice shows per-line VAT, subtotal, total VAT, and grand total — HMRC compliant.
Dual-Address PDF Layout
Invoice PDFs show "Deliver To" and "Invoice To" side by side — standard for trade accounts where the delivery and billing address differ.
Invoice Status Tracking
Invoices move from UNPAID → PARTIAL → PAID as you record payments. Outstanding balances are always visible at a glance.
Overdue Reminders
A dashboard widget lists every SENT invoice past its due date, with days overdue, last reminder sent, and a one-click "Send reminder" button that emails the customer and stamps the audit trail.
Multi-Currency
Configure currencies in Settings and assign a preferred currency per customer. Quotes snapshot the exchange rate at creation time and PDF/Word exports are formatted with the correct symbol throughout.
Every document your business needs
Download professional PDFs, export to Word for editing, or pull full reports into Excel — no extra software required.
Quote PDFs
Download a print-ready quote PDF with your business logo, line items, totals, and terms. Generated server-side so it looks identical every time.
Invoice PDFs
Professional invoices with HMRC-compliant VAT breakdown, dual address layout, and your branding. Downloaded instantly or attached to outgoing emails.
Delivery Notes
Generate a delivery note PDF from any dispatched order. Shows line items, quantities, and delivery address — ready for the driver.
Word Export
Export quotes and invoices to .docx for customers who need editable documents or for insertion into larger project proposals.
Excel Sales Reports
Download a full sales report as .xlsx — one row per order line, with customer, product, quantity, price, VAT, and date columns. Filter by date range before exporting.
Credit Note PDFs
Credit notes download as PDFs with the original invoice reference, reason, and adjusted totals clearly marked.
Accounts CSV Export
Export invoices, credit notes, debit notes, sales orders, and purchase orders as CSV in the format your accounting system expects — Sage 50, Xero, QuickBooks, or generic. Filter by date range before download.
Label Printing
Print product, batch, shelf/location, EAN barcode, and delivery labels straight from the browser. Five label types, configurable size, live preview, multi-select with per-item quantity.
Your full catalogue, perfectly organised
Build a product library that works for plants, hardscape, pots, and services — all in one catalogue.
Categories & Subcategories
Organise products into a two-level category hierarchy — e.g. Trees > Ornamental or Hardscape > Paving. Filter your catalogue by category when building quotes.
Product Images
Upload a product image stored securely in S3. Images appear on quotes and in your internal catalogue to help staff identify plants quickly.
EAN Barcode Generation
HortiOwl automatically generates an EAN-8 or EAN-13 barcode for each product. Print labels for shelves and benches straight from the product page.
VAT Configuration
Set the VAT rate per product (0% or 20%). Used on every quote, order, and invoice — no manual overrides needed.
Unit of Measure
Define the unit of measure per product (each, tray, m², litre, kg). Shown on quotes, orders, and delivery notes so customers know exactly what they are buying.
From first enquiry to long-term account
A simple CRM designed for trade nurseries and garden centres — lead management included.
Lead Customers
Mark new contacts as leads until a first order is placed. Leads appear separately in your customer list so your sales team knows who to follow up.
Lead-to-Customer Conversion
Convert a lead to a full customer account in one click. All associated enquiries and quotes carry over automatically.
Trade Account Details
Store billing and delivery addresses, contact name, email, phone, and payment terms per customer. Used to pre-fill every quote and order.
Full Order History
View all quotes, orders, and invoices for a customer from their profile. Filter by status to see what is outstanding.
Know your numbers at a glance
Built-in KPI reports that give you the insights you need without building a spreadsheet.
Top Customers by Revenue
See your top 50 customers ranked by total invoiced value over a week, month, or year. Spot your most valuable accounts and identify at-risk relationships early.
Best & Worst Selling Products
Rank every product by quantity sold and revenue over a configurable time period. Use it to inform buying decisions and identify lines to discontinue.
Sales Trend Overview
Dashboard summary cards show total orders, revenue, and outstanding invoices — updated in real time from your live data.
Role-based access for your whole team
Admin and staff roles ensure your team can do their job without accessing things they should not.
Four-Role RBAC
Admin (full access), Supervisor (orders, invoices, inventory, POs, settings — amber dashboard), Sales / GRN (orders, POs, customers, products — sky-blue dashboard), and Staff (everything except user and tenant management). Each role gets a tailored sidebar and themed dashboard.
Stripe Subscription Billing
Manage your subscription via Stripe Checkout and the Stripe Billing Portal — Starter and Growth plans with a free 14-day trial. Enterprise customers are onboarded via a custom contract. Subscription status is enforced on every business endpoint.
Mobile & PWA
Install HortiOwl as a Progressive Web App on iOS or Android. Bottom tab nav for Home, Stock, Sales, Lookup and Receive means your warehouse team can pick and dispatch without a desktop.
Secure Sign-In
Email-and-password sign-in backed by AWS Cognito, with short-lived JWTs and per-tenant isolation — no separate identity service to manage.
Multi-User Tenancy
Add as many team members as you need. Each user gets their own login and role. Actions are logged against the user who performed them for accountability.
Data Isolation
Your data is completely isolated from other businesses on HortiOwl. Every database record and file is partitioned by tenant at the infrastructure level.
UK Data Residency
All data is stored in AWS eu-west-2 (London). No data leaves the UK. GDPR-compliant by design.
Ready to replace your spreadsheets?
Book a demo and see how HortiOwl fits your business.
No credit card required. Cancel any time.