Choose invoicing software that knows what went into the bill.
The invoice is the last step in a lot of work. The right tool helps you keep track of the hours, expenses, and agreed price before you sit down to send it.
What belongs on a client invoice
Give the client enough detail to identify the work and pay the right amount: your business and contact details, their billing details, a unique invoice number, issue and due dates, a description of the work, quantities and rates, and the total due. Include payment instructions so they know what to do next.
When a template stops being enough
A template can work well for occasional bills. The reason to change is the work around the document: finding hours, remembering expenses, checking what was already invoiced, and following up on unpaid balances. Choose software when it helps you keep those records together.
Choose around the work you do
If you bill hourly, check that tracked time can become invoice lines without retyping. If you quote fixed prices, check that you can invoice a portion of the accepted estimate and see what is left. If you have a team, check who can log hours, review them, and see financial information. If you need a general ledger or payroll, include those requirements in your accounting software decision.
Compare the whole billing process
Try a sample project in each tool you consider. Record time, add an expense, prepare the invoice, and look for what remains unbilled. Then compare the monthly cost for your actual team size and the payment processing you use. Our FreshBooks, Harvest, Joist, Wave, Square Invoices, and Stripe Invoicing pages explain where PayPolka may fit.
Who PayPolka is built for
PayPolka fits small US service teams whose owners still do client work: contractors, freelancers, consultants, and studios. It connects time, project expenses, estimates, invoices, and reports. It doesn't provide a general ledger, payroll, dispatch, or task scheduling.
Bill the price the client agreed
Send an estimate for online acceptance, then create an invoice for the full amount or a portion. A $10,000 estimate might be billed as $2,500 up front, $5,000 partway through, and the $2,500 balance at the end, before tax and discounts. Those are example amounts, not a recommended payment schedule. See deposit and progress invoicing.
Turn the work into a bill
For hourly projects, log the hours and add any billable expenses. Create an invoice for the project, choose a date range in Unbilled work, and add the entries. Check the descriptions, rates, due date, and total, then save and send. The saved invoice keeps the work linked so it isn't offered for billing again. See time tracking and invoicing.
Give the client a way to pay
With your own Stripe account connected, clients can pay online using the methods enabled in your account settings: card, ACH, or Cash App Pay. You can also record cash and check payments. Stripe's processing fees apply, and PayPolka adds no markup. See invoice payment links.
Follow up on unpaid invoices
Check that the bill went to the right contact and that the client has the details they need. PayPolka can send reminders on the schedule you choose.
Prepare repeat invoices
For a regular retainer or maintenance fee, create a monthly, quarterly, or yearly recurring template. PayPolka prepares a draft with the saved line items. You review and send it; the client isn't automatically charged. See recurring invoicing.
Keep records for your accountant
PayPolka summarizes tax amounts on your invoices and amounts collected against them. These are records to review with your accountant, not tax filing or a calculation of what your business owes. Download invoice, payment, and expense CSVs from Accounting when you need them.
Check the work behind the invoice
An invoice tells you what you charged. Project reports help explain what the work took. Set team cost rates, record expenses, and compare billed work with delivery costs. Use the Uninvoiced report to find hourly work and expenses still waiting for a bill. See project reports.
Cost and getting started
$9 per person per month, nothing metered: unlimited clients, projects, estimates, and invoices. Accountants and client contacts never take a seat. New accounts get 30 days free with no card needed. Add a card before the trial ends to keep going; if you never do, nothing is charged. Start with one client and one billing task.