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Billing & Payments

Customers view invoices and make payments through the Billing section.

Billing Overview​

The billing page displays:

  • Invoice List - All shared invoices
  • Financial Summary - Balance and payment info
  • Payment Button - Online payment option
  • Payment History - Past payments

Invoice List​

Invoice Information​

Each invoice shows:

FieldDescription
Invoice #Invoice number/reference
DateInvoice date
AmountInvoice total
StatusCurrent status
BalanceRunning balance

Invoice Status​

StatusDescription
PendingPayment due
PaidFully paid
VoidInvoice cancelled
ProcessingPayment in progress
UnreleasedNot yet finalized (optional visibility)

Viewing Invoices​

Invoice List View​

  1. Open Billing section
  2. See all invoices in list
  3. Sort by date (newest/oldest)
  4. Search by invoice number

Invoice Detail Page​

Click an invoice title to open a detailed, company-branded invoice page in a new tab. The detail page shows:

  • Company header — Your company logo, name, address, and phone number
  • Invoice metadata — Invoice number, date, due date, and status badge
  • Bill To — Customer name, email, and address
  • Project — Project title and invoice title
  • Line items table — Item name, quantity, unit price, and total per line
  • Totals summary — Subtotal, amount paid, and balance due
  • Pay Invoice button — Visible when the invoice has a balance and a payment link is available (see Making Payments)

This page is also the link included in invoice emails sent to customers.

Downloading Invoices​

  1. Open the invoice
  2. Click Download or PDF
  3. Invoice saves to device

Making Payments​

Online Payment Options​

Depending on how your company is configured, customers may see a Pay button on invoices:

OptionHow It Works
QuickBooks OnlineFor invoices synced to QBO, the Pay button opens the QuickBooks Online hosted payment page where customers can pay directly. Payment status syncs back to Readybuild automatically.
Custom Payment URLCustomer is redirected to your company's external payment system. Payment must be manually recorded in Readybuild.

If neither option is configured, customers will need to pay via check, cash, or other offline methods.

Payment Process (QuickBooks Online)​

  1. Find the invoice to pay
  2. Click the Pay button
  3. Customer is redirected to the QuickBooks Online payment page in a new tab
  4. Customer completes payment through QuickBooks (options depend on your QBO configuration)
  5. Payment status automatically syncs back to Readybuild
info

The Pay button appears on invoices that have been synced to QuickBooks Online and have a QBO payment link. Invoices in Paid, Void, or Unreleased status do not show the payment button.

Payment Process (Custom Payment URL)​

  1. Click the Pay button
  2. Customer is redirected to your external payment portal
  3. Customer must manually enter the payment amount (invoice amount is not sent automatically)
  4. Customer completes payment in your external system
  5. Your team must manually record the payment in Readybuild

Payment Message​

A custom message may display with:

  • Payment instructions
  • Accepted payment methods
  • Contact information
  • Special terms

Financial Summary​

Dashboard View​

The dashboard shows:

  • Balance Due - Current amount owed
  • Past Due - Overdue amount (if any)
  • Days Past Due - How long overdue
  • Next Payment - Upcoming payment date

Billing Page Summary​

Additional details:

  • Original contract amount
  • Change orders total
  • Total contracted amount
  • Payments received
  • Current balance

Invoice Filtering​

Filter Options​

  • All Invoices - Complete list
  • Pending - Unpaid invoices
  • Paid - Completed payments
  • By Date - Date range

Find specific invoices by:

  • Invoice number
  • Amount
  • Date

Unreleased Invoices​

What Are Unreleased Invoices?​

Invoices not yet finalized:

  • Draft invoices
  • Pending approval
  • Not yet sent

Visibility Setting​

Company setting controls:

  • Show - Customers see unreleased invoices
  • Hide - Only released invoices appear

Typically hidden to prevent confusion.

Payment Configuration (For Staff)​

Enable Billing & Payments​

  1. Go to Admin → Company Settings
  2. Find Client Portal section
  3. Enable Billing & Payment
  4. Configure payment options

QuickBooks Online Payment Setup​

To enable online payments via QuickBooks Online:

  1. Connect your QuickBooks Online account in Admin → Integrations (see QuickBooks Online Integration)
  2. Enable Send to Accounting on invoices you want to sync
  3. When an invoice is synced to QBO, the Pay button automatically appears for customers with a link to the QBO payment page

Custom Payment URL Setup​

If you use a different payment processor (not Checkbook.io), you can redirect customers to your own payment portal:

  1. Go to Admin → Company Settings
  2. Find the Client Portal section
  3. Enter your payment URL in the Payment Link URL field

:::warning Limitations When using a Custom Payment URL:

  • Invoice amounts are not sent to your payment system - customers must manually enter the amount they're paying
  • Payments do not automatically sync back to Readybuild - your team must manually record each payment after it's received
  • Consider using the Payment Message field to provide instructions for customers :::

Payment Message​

Add helpful information:

  1. Enter text in Payment Message
  2. Appears above invoice list
  3. Include instructions, policies, or contact info

Sharing Invoices (For Staff)​

Publishing to Portal​

  1. Create invoice in Readybuild
  2. Release the invoice
  3. Click Share to Portal (or automatic if configured)
  4. Invoice appears in customer portal

What Customers See​

  • Invoice amount and details
  • Due date
  • Payment options
  • Running balance

What Customers Don't See​

  • Cost details (unless shown)
  • Internal notes
  • Draft invoices (usually)

Payment Security​

Secure Transactions​

  • HTTPS encryption
  • Secure payment providers
  • No card data stored locally

Payment Confirmation​

Customers receive:

  • On-screen confirmation
  • Email receipt
  • Updated balance

Troubleshooting​

Invoice Not Showing​

Check that:

  • Invoice is released
  • Invoice is shared to portal
  • Billing feature is enabled
  • Customer has correct access

Payment Button Missing​

Verify one of the following is configured:

  • Checkbook.io: Integration is connected and Invoice Payments is enabled
  • Custom Payment URL: A payment URL is entered in Client Portal settings
  • Billing & Payments is enabled in portal settings

Payment Failed​

Customer should:

  • Verify payment information
  • Try different payment method
  • Contact your team for help

Best Practices​

Invoice Management​

  • Release invoices promptly
  • Include clear descriptions
  • Set appropriate due dates
  • Monitor payment status

Customer Communication​

  • Send payment reminders
  • Be clear about terms
  • Respond to questions quickly
  • Acknowledge payments

Payment Setup​

  • Test payment flow yourself before going live
  • Provide clear instructions in the Payment Message
  • Monitor for payment issues