Invoicing and payments

Getting paid on site, before the truck leaves the driveway, beats chasing checks for 30 days. Invoicing and payment tools let you send an invoice from your phone, take a card or a bank transfer, set up deposits and reminders, and sync the payment to your books.

Prices in the list are copied from vendor pages, with the date we read them.

When AI helps

• Reminders and follow-up on overdue invoices, written politely and sent on schedule.
• Drafting invoices from job notes.
• Spotting who’s late before it becomes a cash-flow problem.

The money part is mostly about fees and payment options, not AI.

What to look for

Items marked must-have are the ones that decide whether a tool fits this job.

• Payment options on site (must-have). Tap or card on a phone, plus a payment link.
• Clearly published fees (must-have). Card, online, ACH and manual-entry rates are posted, not just “competitive rates.”
• Invoices are fast to send from the phone.
• Reminders, deposits and partial payments.
• Syncs with your accounting software.

Common pitfalls

• Comparing monthly fees and ignoring processing rates. On a busy month, the per-transaction fee matters more than the subscription.
• Manually typed card numbers. These usually cost more than tapped or online payments. Check the rate.
• ACH caps. Bank transfer fees can be capped on some plans and not others.
• Two systems sending invoices. Pick one source of truth.

FAQ

Do I need card-reader hardware?

Not always. Several tools take payments by link or by tapping a card on your phone.

Can I take a deposit before the job?

Most tools let you request one on the quote or invoice. Check whether the plan you’d buy includes it.

What’s the cheapest way to get paid?

Usually ACH bank transfer, if your customers will use it. Compare the posted rates for your mix of card and bank payments.