Solution 18 · Payments, Invoicing & Billing Systems
Invoices, payments and balances that always match
A billing system where quotes, invoices, payments and customer balances share the same records — so invoices go out on time, customers pay online in a few clicks, and your team spends less time chasing and reconciling.
- Invoicing
- Online payments
- Recurring billing
- Usage-based billing
The problem it solves
When billing is a monthly scramble
In many businesses, invoices are assembled by hand from timesheets, job notes or usage exports, sent as attachments and tracked in a spreadsheet. Payments arrive by card, transfer and check with no clear link to the invoice they settle, and someone spends days each month reconciling, chasing late payers and answering questions about charges.
A billing system built around your pricing creates invoices from the work itself, takes payment online and matches it automatically. Balances stay current, and reminders go out without anyone remembering to send them.
Who uses it
Customer
Receives a clear invoice, pays online by card or bank transfer, saves a payment method and downloads past invoices from a portal.
Billing team
Reviews draft invoices, applies credits or adjustments, follows up on overdue balances and handles disputes against the original charge.
Finance lead
Watches receivables, cash collected and aging balances, and exports reconciled payment data to the accounting system.
Account manager
Sees each client's billing history and open balance before a conversation, and sets up quotes or custom terms.
The blueprint
Building blocks in this system
- 01
Accounts & roles
Customer accounts with multiple billing contacts, and staff roles that separate who drafts, approves and refunds.
- 02
Payments
Card and bank payments, saved methods, recurring and usage-based charges, deposits, partial payments and refunds through the processor.
- 03
Customer portal
A billing portal where customers view and pay invoices, update payment methods and download statements and receipts.
- 04
Notifications
Invoice emails, upcoming-charge notices, payment receipts and polite overdue reminders on a schedule you set.
- 05
Dashboards & reports
Invoiced versus collected, aging receivables, days to pay and revenue by customer, service or plan.
- 06
Admin console
Pricing, invoice templates, payment terms, credits, write-offs and approval steps managed from one back office.
- 07
Integrations & API
Links to accounting, CRM, time tracking, job management and usage data so invoices draw on real activity.
It can also include
How it works
From billable work to reconciled payment
- 01
Work is captured
Hours, jobs, usage or plan charges flow in from the systems where the work actually happens, with no re-keying.
- 02
Invoice is drafted
Line items, discounts and terms are applied automatically, and invoices above set amounts wait for approval.
- 03
Customer pays online
The invoice arrives with a payment link, and the customer pays by card or bank transfer in the portal.
- 04
Reminders follow up
Unpaid invoices trigger reminders before and after the due date, and overdue accounts are flagged for staff.
- 05
Payment is reconciled
Each payment is matched to its invoice, the balance updates and the record syncs to your accounting software.
Connects & grows
Integrations and a roadmap
Typically connects to
- Payment processors
- Bank transfer and direct debit
- Accounting software
- CRM
- Time tracking
- Tax calculation
- E-signature
- Phase 1
Launch
Invoice creation from your pricing, online card and bank payments, automatic receipts and reminders, a customer billing portal and payment sync with your accounting software.
- Phase 2
Expand
Recurring and usage-based billing, quotes that convert to invoices, deposits and payment plans, approval steps and connections to time tracking, job management or CRM records.
- Phase 3
Scale
Multiple entities and currencies, customer-specific pricing and contracts, dunning rules by segment, detailed receivables reporting and an API for partners or internal systems to create charges.
Where it fits
Sectors and services
FAQ
Questions about billing systems
Something else? Ask us directly.
No. Card and bank details are entered into fields provided by the payment processor, so they never touch your servers. Your system keeps only a reference to the saved method and the result of each charge. Your exact compliance obligations depend on your processor and setup, and we build to the requirements you confirm with them and your advisers.
Let’s work together
Map your billing system with us.
Tell us how your business runs today. We’ll map the building blocks and give you a fixed quote before anything is built.