Invoices · VAT · payments
● billing
Billing guide
Invoices and payments that stay reconcilable.
Workspace defaults, deposit behaviour, online payments when enabled, and offline payments with proof so finance sees the same story as operations.
Defaults
Deposits
Online
Offline
Portal, Stripe and accounting only agree when statuses and references are disciplined on the job.
Defaults
Invoice templateVAT · line layout · footers
Due termsAligned with contract types you issue
DepositsPercentage · trigger · messaging to client
RemindersWho gets nudges · portal vs email
NumberingSequences per entity · no gaps policy
CreditTemplate matches invoice layout
Set once per workspace — drift creates client confusion at scale.
Finance should own footers and VAT text — ops should not edit per job without review.
Payment events
MonInvoice issued · portal + PDF
TueDeposit received · Stripe settled
WedBalance paid offline · proof uploaded
ThuMarked paid · export matches ledger
FriPushed to Xero · tax code OK
MonClient downloaded PDF from portal
Mixed online/offline is normal — evidence still has to land on the record.
Bank references should echo invoice numbers — matching otherwise burns finance hours.
Reconciliation
Paid status visible on job and portal
Offline payments: reference + date captured
Credit notes follow same numbering discipline
Guide below: lifecycle + edge cases
Stripe payouts reconciled weekly
Write-offs require owner approval + note
Reduces “is this paid?” email loops across teams.
Guide below
Pricing →
Accounting integrations guide covers sync failure playbooks — read before go-live comms.