Getting started

You don’t need to set up every feature before you can use PayPolka. Start with your business details and one client, then follow the steps that match how you bill.

Create your account

Use Start free trial on the PayPolka homepage to reach signup. Enter your business and account details, verify your email using the link we send, and confirm the trial on Stripe’s page. No card is needed to start. Add one under Settings, Account before the trial ends to keep the account; if you never do, it closes at day 30 with nothing charged. If you already have an invitation, follow its email link to set your password instead.

Every person is $9 a month, and nothing else is metered. Read-only accountants are free. The first 30 days are free with no card needed; add one before the trial ends to keep the account, and nothing is charged until then. An account that has ever held a subscription pays from day one when it resubscribes.

If you can’t find the verification message, check spam and use Resend verification email. An expired invitation or password-setup link can be replaced through Forgot password on the sign-in page.

Put your business details on the documents

Open Settings, then Business. Add the name, contact details, address, and logo you want clients to see on estimates and invoices. Save your changes.

Under Documents, you can set invoice and estimate number prefixes, default estimate validity, and the terms you share with clients. You can return to these settings later.

Add your first client

Open Clients and choose Create Client. Add the client’s name and a primary contact with an email address. Estimates, invoices, and receipts go to that contact, so check the address before sending your first document.

Choose the client’s usual payment terms and tax rate if you use them. Those become defaults on new documents; you can adjust individual documents when needed. See Clients and contacts.

Choose your first billing task

I bill for hours worked

Add your types of work and hourly rates under Settings, Price Book. For example, Design and Development can have different rates.
Create a project for the client and choose hourly billing.
Open My Time, add a row for the project and labor category, and enter your hours.
Create an invoice for that project. Use Unbilled work to choose the dates and add the hours to the draft.
Review the invoice, save it, and send it to the client.

The time tracking guide covers daily entries and notes. The invoice guide explains grouping hours and adding expenses.

I quote a price before starting

Create an estimate with the scope, prices, and any attachments the client needs. Send it for online acceptance. Once accepted, enter the amount or percentage you want to invoice, such as a deposit, then review and send the draft.

You can create a fixed-fee project to track the time and costs of delivering the work. See Billing an estimate and Projects.

I just need to send an invoice

Open Invoices, choose New Invoice, and select the client. Add your description, quantities, and prices, check the due date, then save and send. You don’t need a project or an estimate for a one-off invoice.

Set up payments when you’re ready

To accept online payments, connect your own Stripe account under Settings, Payments. The Stripe setup guide walks through the keys and webhook you need.

You can also enable cash and check, add payment instructions, and record those payments yourself. The payment methods you choose apply across your invoices.

Bring in your team

Invite people under Settings, Team. Members log their own time and expenses; managers can review assigned people’s weeks. Owners and admins manage the account and billing, while accountants get read-only financial access.

Under Settings, Time, choose your time zone and the first day of your week. Enable weekly approvals if you want submitted time reviewed. Add a cost rate for each person under Team before relying on the Profitability report.

Finally, enable two-factor authentication from your profile and save the recovery codes. See Account settings for the walkthrough.