Less admin. More time for the work that pays.
PayPolka is time tracking, expenses, and invoicing for small service businesses. Your team logs the week on one grid, receipts ride along, and the invoice pulls in whatever hasn't been billed. Estimates, client payments through your own Stripe account, and reports live in the same place.
Try every feature free for 30 days. No card needed.
Less time sorting out the bill.
More time doing the work.
A client call, an extra site visit, a receipt in your truck. Give those details a place to go the same day, and one invoice form to land on.
Log the week on one grid
One row per project and kind of work, one cell per day. Type 1.5 or 1:30 and it saves. Expenses ride on the same week, approvals are optional, and every hour carries its rate onto the invoice.
Learn more →Keep the whole job in view
Put hours, receipts, invoices, and team conversations on the same project. Set an hours or dollar budget and get an email when work crosses your chosen threshold.
Learn more →See which projects are worth your time
Find work you haven't invoiced, compare project budgets with actuals, and review billed work against labor costs and expenses. Use what you learn when you quote the next job.
Learn more →Agree on the work before you begin
Send an estimate your client can accept online, then invoice a portion of it or the whole thing. One box shows how much of the estimate is still unbilled.
Learn more →Give clients a straightforward way to pay
Your invoice includes a link for the payment methods you accept through Stripe. Record cash and checks too, and see the balance still owed. PayPolka adds no fee to your payment processing.
Learn more →Spend less time following up
Let scheduled reminders follow up on unpaid invoices. For retainers and maintenance work, recurring invoices prepare the next draft so you can review it and send it when it's ready.
Learn more →A clear path through the work and the billing.
Agree on the job
Add your client and send an estimate if the work needs a quote. Your client can review it and accept online, and you can invoice a deposit before you begin.
Keep a record as you go
Create a project, log your hours, and add expenses with receipts. Everyone has their own weekly timesheet, with optional approval when you want a second look.
Turn work into an invoice
Choose the dates and add unbilled hours and expenses to your invoice. For fixed-price work, enter the amount or percentage you're ready to bill.
Collect and check in
Send the invoice with a payment link. Check what's paid, what's overdue, and what you still need to invoice, then review how the project is doing.
Cover the next stage of the job before you start it.
Your client signs off on the estimate. You invoice a portion before you start, another as the work moves, and the balance at the end. One box, Amount to invoice, takes a dollar figure or a percent and already shows what's left.
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Accepted estimate
Client signs off online
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First portion
A deposit, in dollars or a percent
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Next portion
Bill as the work moves
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What's left
The box already shows the remainder
See how it works for your business
The details differ when you're quoting a repair, billing consulting hours, or running a design studio. See how PayPolka fits the work you do.
One number. Everything included.
Nothing metered. No caps on clients, projects, estimates, or invoices. No payment markup.
$9 per person per month
- Everyone who logs time or runs the account takes a seat. Your accountant never does.
- When you add someone, your bill goes up by $9 a month from that day. When you deactivate someone, it goes down the same way.
- Clients pay you through your own Stripe account. We take nothing on top.
- No card needed to start. Add one before your trial ends to keep going; if you never do, nothing is charged.
US-based businesses, billed monthly in USD.
Common questions
Who is PayPolka built for?
US service businesses where the owner still does client work: contractors, consultants, freelancers, and small studios or agencies, teams of about five. Everyone logs the week on one grid, expenses ride along, and the invoice pulls in whatever hasn't been billed. Estimates, a client portal, and reports sit in the same account.
Can I turn tracked hours into an invoice?
Yes. Choose a project on an invoice, select a date range, and add its unbilled hours and expenses. You can group the lines by labor category or person, use one summary line, or show individual entries. Saving the invoice links the work to that bill so it can't be added to another invoice.
What if I charge a fixed price?
Set the project to fixed fee and log your hours to see how much work the fee is taking. Invoice an amount or percentage as you go. You can also bill an accepted estimate in portions, such as a deposit up front and the balance when the job is done.
Can I review timesheets before the team changes them?
Optional weekly approvals let a reviewer approve a submitted week or send it back with a comment. Submitted and approved entries are locked against edits. Approval is a review tool; it isn't a requirement for invoicing the hours.
What does it cost for my team?
$9 per person per month, nothing metered. Unlimited clients, projects, estimates, and invoices. Accountants and client contacts never take a seat. When you add someone, your bill goes up by $9 a month from that day. When you deactivate someone, it goes down the same way.
Is there a free trial?
Yes. A new account gets 30 days free, and no card is needed to start. Add a card before the trial ends and billing begins at $9 per person; if you never add one, the account closes with nothing charged. An account that has held a subscription before pays from day one when it resubscribes.
Do I need Stripe to use PayPolka?
You need your own Stripe account to accept online card, ACH, and Cash App Pay payments. You can track work, send invoices, and record cash or check payments without connecting Stripe. Payment methods are chosen in account settings and apply across your invoices. Stripe's processing fees apply; PayPolka adds no markup.
Does it replace my accounting software?
PayPolka gives you project reports, payment records, accounting summaries, and CSV exports for your bookkeeper. It doesn't provide a general ledger, payroll, or tax filing. Your accountant can have free read-only access to financial information.
Can I use it outside the United States?
PayPolka currently supports US businesses and US-dollar billing.
Free for 30 days, no card needed. Cancel anytime.
Put PayPolka to work on your next client project.
Log the hours, track expenses, and send an invoice. Give yourself time to see how it fits the way you work. Try every feature free for 30 days. No card needed.