Make the bill as clear as the advice you deliver.
Keep a record of client calls, research, and follow-up work, then turn billable hours into a clear invoice. PayPolka also handles engagement estimates, deposits, and recurring retainer drafts.
Try every feature free for 30 days. No card needed.
The meeting is only part of the work.
You prepare before a client call, write up recommendations afterward, and answer the question that arrives two days later. An invoice built from calendar appointments alone can miss a lot of the engagement.
Create a project for the client engagement and record the time as you go. Use labor categories to distinguish research, meetings, and implementation, with rates that carry through to your invoice.
If you quote a fixed fee, send an estimate with your scope attached and let the client accept online. Invoice a deposit or a portion of the agreed amount, while continuing to track the hours the engagement takes. Project reports help you review that work before agreeing to the next engagement.
How PayPolka helps
Include the work between meetings
Keep research, preparation, calls, and follow-up time on the same project. Add notes so you can explain the work when the client asks.
Make the invoice easy to follow
Group tracked hours by labor category or person, or show each entry. Choose the detail that fits the engagement and review the draft before sending.
Bill engagements in the way you agreed
Use hourly invoices, portions of a fixed fee, or deposits against an accepted estimate. Monthly, quarterly, and yearly recurring schedules create drafts for ongoing work.
Give clients a place to check their balance
Share a client portal link for estimates and invoices. You can also choose to show approved hours and expenses for a project when the client needs that visibility.
Meetings, follow-up work, and the invoice, on the same project.
Questions, answered.
Can I attach an engagement letter?
Yes. Attach scope or proposal files to an estimate and publish your terms in account settings. The client can review the estimate and accept online with their typed name.
Will retainers charge automatically?
No. Recurring invoices generate drafts for you to review and send. PayPolka doesn't automatically charge the client's card or maintain a prepaid-hours balance.
How do clients pay?
Connect your own Stripe account to offer card, ACH, or Cash App Pay. You choose the methods in account settings, and they apply to all invoices. You can also record cash and check payments. Stripe's processing fees apply, with no markup from PayPolka.
What does PayPolka cost?
$9 per person per month. Every feature is included, and read-only accountant access is free. 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.
Give every engagement a clear record.
Start with your next client project. Log the work, prepare the invoice, and see how PayPolka fits your business.
Try every feature free for 30 days. No card needed.