PayPolka

Less admin. More time for the work that pays.

The straight line from doing the work to getting paid for it. Your team logs their time on a weekly grid, project receipts stay with the job, and your invoice automatically gathers whatever hasn't been billed yet. Clients can approve estimates online, pay you directly through your own Stripe account, and you always know where your margins stand.

Try every feature free for 30 days. No card needed.

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A PayPolka project page: 154 hours logged with 88 uninvoiced, expenses with receipts, a sent invoice, and the team message board
The daily workflow

From first quote to final payment,
nothing falls through the cracks.

A client call, an extra site visit, a receipt in your truck. Give those details a home the moment they happen, and a direct path onto the bill.

Estimates that turn into deposits

Send professional quotes your clients can approve with a click. Bill a deposit upfront, invoice progress along the way, and always see the unbilled balance at a glance.

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Fast weekly timesheets

One row per job, one cell per day. Your team types 1.5 or 1:30 and it saves instantly. Every hour carries its billable rate straight into the invoice, with optional weekly approvals.

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Every job detail in one place

Keep hours, expense receipts, invoices, and team notes organized by project. Set an hours or dollar budget, and get an email alert before a job runs over.

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Direct payments with zero fee markups

Send invoices with instant payment links for credit cards, ACH, or Cash App Pay through your own Stripe account. Record cash and checks, with no added fees from PayPolka.

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Automated reminders and recurring drafts

Let gentle automated reminders follow up on overdue invoices so you do not have to. For retainers and ongoing maintenance, drafts are prepared ahead of time for your review.

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Know which jobs actually make money

Compare labor costs and material expenses against what you billed. Spot uninvoiced work before closing the book, and use real margin data to price your next estimate accurately.

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How it works

From first handshake to money in the bank.

1

Quote the job

Send a clean estimate your client can approve online. Invoice an upfront deposit before work begins so you never start out of pocket.

2

Track as you go

Your team logs their week on a simple grid and attaches receipts to the project. Everything stays organized by job, with optional weekly approvals.

3

Bill unbilled work

Select your dates and watch unbilled hours and project expenses pull straight onto the invoice. No manual math, and nothing gets left behind.

4

Collect and review

Clients pay online directly into your Stripe account with no added fees. Track what is paid, send automatic reminders, and see your true project margins.

Bill in stages

Deposit, progress, and final billing from a single quote.

Your client approves the estimate online. You bill a deposit before buying materials, invoice phases as the work moves forward, and close out the final balance. Every invoice stays tied to the original quote.

  1. Accepted quote

    Client signs off online

  2. Upfront deposit

    In dollars or a percentage

  3. Progress billing

    Invoice milestones as you go

  4. Final balance

    Remaining total tracked for you

An accepted PayPolka estimate with the Amount to invoice box showing $862.50 of $1,725 left to bill and one paid invoice beneath it

Built for the way you actually work.

Whether you run a job site, consult between meetings, or deliver fixed-fee creative work, PayPolka fits the rhythm of your day.

Contractors & trades Lock in deposits upfront, track crew hours and job receipts, and bill milestones as the work progresses.
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Freelancers Capture every billable hour, attach expenses on the go, and send clean invoices without losing your evenings to admin.
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Consultants Track client calls, advisory sessions, and deliverables so ad-hoc consulting never goes unbilled.
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Studios & agencies Track team hours against project budgets, protect your margins on fixed-fee work, and spot scope creep early.
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Simple pricing

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.
Start your free 30 days

US-based businesses, billed monthly in USD.

FAQ

Common questions

Who is PayPolka built for?

Owner-operated US service businesses: contractors, consultants, freelancers, and small agencies, typically teams of one to five where the owner still does client work. It is built for businesses that need to track time and expenses, send estimates, bill in stages, and get paid directly without adopting heavy accounting software.

Can I turn tracked hours into an invoice?

Yes. When you create an invoice, select the project and date range, and PayPolka automatically pulls in all unbilled hours and expenses. You can group line items by person or labor category, or summarize them into a single line. Saving locks those entries to the invoice so nothing gets double-billed.

What if I charge a fixed price?

Set the project to fixed fee and log your hours against it to track your delivery costs and true margins. You can invoice a flat dollar amount or a percentage as you hit milestones. If you started from an estimate, PayPolka tracks every staged invoice and calculates the remaining balance for you.

Can I review and approve timesheets before invoicing?

Yes. PayPolka includes optional weekly timesheet approvals. Reviewers can approve a submitted week or send it back with comments. Approved entries are locked against further edits. Approvals are an internal check; you can still bill unbilled hours whenever you are ready.

What does it cost for my team?

$9 per person per month with everything included. There are no caps on clients, projects, estimates, or invoices, and no transaction markups. Accountants and client contacts never take a paid seat. When you add or remove someone, billing adjusts prorated from that day, and your signup price stays locked for life.

Is there a free trial?

Yes. You get full access to every feature free for 30 days, with no card needed to start. If you decide to keep going, add a card before your trial ends. If you don't, your account closes automatically and you are never charged.

Do I need Stripe to use PayPolka?

Only if you want to accept online payments. Connecting your Stripe account lets clients pay by credit card, ACH, or Cash App Pay directly into your bank account, with zero markup from PayPolka. You can also use PayPolka without Stripe to send invoices and record offline cash or check payments.

Does it replace my accounting software?

PayPolka handles the work that happens before accounting: tracking time, logging job receipts, sending estimates, and collecting invoice payments. It does not replace your general ledger, payroll, or tax filing. You can give your accountant free read-only access to export summaries and CSV reports anytime.

Can I use it outside the United States?

PayPolka is currently designed for US-based service businesses and US-dollar ($USD) billing.

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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.

Start free trial