Billing & Invoicing
Create invoices, automate billing, and integrate with accounting tools.
Quotes & Invoices
Complete billing lifecycle from quotes through invoicing, payment collection, and PDF generation
Introduction to Quotes & Invoices
Complete billing command center managing the financial lifecycle from quotes through invoicing and payment collection.
E-Signatures: Send Quotes and Agreements for Customer Signature in PortaPro
Send quotes and service agreements for digital signature, track signature status, and capture signed approvals before dispatch commits work.
Quotes & Invoices Dashboard
Centralized view of all quotes and invoices with filtering, search, and quick actions.
Creating a New Quote
Create professional quotes with products, services, rental periods, and custom pricing.
Quote Wizard Walkthrough
Step-by-step guide through the quote creation process from customer selection to final review.
Adding Products and Services to Quotes
Build comprehensive quotes with multiple products and services using flexible pricing options.
Discounts, Fees, and Pricing Adjustments
Customize quote and invoice totals with flexible discount and fee options.
Quote Notes and Terms
Add professional notes and terms to quotes that communicate important information to customers.
Quote Status Management
Track quotes through their lifecycle with status indicators reflecting current state.
Sending Quotes to Customers
Deliver quotes to customers via email with professional formatting and easy access.
AI Message Generation for Quotes
Use AI to create professional, customized customer communications for quotes.
Quote Drafts and Resume Feature
Save quote work-in-progress and resume later without losing information.
Converting Quotes to Jobs
Transform accepted quotes directly into scheduled jobs with automatic detail transfer.
Creating Invoices from Quotes
Generate invoices directly from quotes with automatic import of details and line items.
Creating Invoices from Jobs
Generate invoices after job completion with automatic import of job details and work completed.
Creating Standalone Invoices
Create invoices independently without quote or job reference for ad-hoc billing needs.
Invoice Wizard Walkthrough
Step-by-step guide through building a complete invoice with all necessary details.
Invoice Status and Lifecycle
Track invoices through complete lifecycle from creation to payment.
Collecting Payments
Accept payments through Stripe and manually record payments from multiple channels.
Deposit Collection
Collect deposits upfront during job creation or before service delivery.
Payment History and Tracking
View complete payment history for invoices and track all financial transactions.
Generating Quote PDFs
Generate professional, branded PDF documents for quotes to share with customers.
Generating Invoice PDFs
Generate professional, branded PDF documents for invoices including payment history.
Invoice Drafts and Resume Feature
Save invoice work-in-progress and continue editing later without losing data.
Notes and Terms Templates
Configure default notes and terms that automatically apply to new quotes and invoices.
Troubleshooting Quotes & Invoices
Common issues and solutions for the Quotes & Invoices module.
Delivery Fees
PortaPro handles the flat delivery fee as a three-layer waterfall — company default, per-customer override or waiver, and a per-job/quote one-off — so you set your standard fee once and only touch the exceptions.
Quote-to-Job conversion
When a customer accepts a quote, convert it to a job with one click. The line items, customer, and schedule carry over so you don't re-enter anything.
Weekend Event Rental Workflow
Event rentals use a flat price for a defined window, the customer accepts and pays via a public link, and PortaPro reserves the physical units for the exact date range so nothing gets double-booked.
Roll-Off Swap Cycle Workflow (Dumpster Rentals)
Roll-off rentals have their own billing model: they don't bill per cycle like construction rentals, they bill as one final statement at the end of the term. This covers term creation, tiered day/week/month rental math, mid-term swaps with weight tickets and disposal passthroughs, and the final statement consolidator.
Billing & Payments
Stripe Connect integration, payment processing, fee management, and subscription handling
Introduction to Billing & Payments
Accept payments directly from customers through Stripe Connect with automatic invoice reconciliation and payment tracking.
Setting Up Stripe Connect
Connect your Stripe account to accept payments directly from customers with funds deposited to your business account.
Understanding Platform Fees
Learn how platform fees work, including fee structure, transparency, and viewing fee history.
Collecting Payments from Customers
Accept payments through the customer portal or admin-initiated payment links with support for multiple payment methods.
Invoice Payment Reconciliation
Automatic invoice status updates when payments are received, including partial payment handling and manual recording.
Deposit Collection
Collect upfront deposits to reduce no-shows and secure commitments with flexible deposit amounts and tracking.
Payment History and Reporting
Access complete payment records, export data for accounting, and generate reconciliation reports.
Subscription & Plan Management
Managing your PortaPro subscription — plans, pricing, free trial, upgrading, downgrading, canceling, payment method, and invoices.
Troubleshooting Payments
Common payment issues and solutions including Stripe Connect, reconciliation, customer payment problems, and payout delays.
Tax Configuration
Flexible sales tax calculation methods including disabled, flat rate, and automatic address-based lookup with customer exemptions.
Cash Discount Program
Enable dual pricing on every quote and invoice so customers who pay without a card automatically receive a discounted total no surcharges, no card-brand registration, legal in all 50 states.
Surcharges and Fees: One-Click Apply, Per-Quantity Billing, and Transparent Tax
Build a reusable surcharge and fee library once, apply common billing adjustments on quotes or invoices in one click, and auto-fill per-quantity fees from completed job outputs.
Tax by Jurisdiction: Automatic Lookup, Fallback Rates, and Tax Source Visibility
PortaPro supports automatic jurisdiction-based tax, visible fallback behavior when lookup cannot fully resolve, and tax source context on quotes and invoices.
Cycle Close & Invoicing
How PortaPro turns a customer's month of activity into one invoice — proration, rate basis, per-trip lines, fee sweeps, credits, autopay, and the 17-flag review panel.
Rate Card
Per-site contracts, rate periods, cycle invoices, pricing waterfall, and on-site inventory
Rate Card overview
The Rate Card is the contract for each customer — every site they have units at, what's on the ground, how often you service them, and what you charge per unit per billing period.
Rate periods — monthly, 28-day, weekly, flat
Each Rate Card row has a rate period that defines what billing cadence the rate applies to. Choose the period that matches how you actually bill the customer.
On-site inventory and tracked units
Expand any Rate Card row to see and assign tracked unit numbers at that site — declare what's there without creating a delivery job.
Indefinite rentals and the Rate Card
For ongoing rentals with no scheduled pickup, the Job Wizard creates the delivery and the Rate Card handles all recurring billing. One source of truth.
Generating a Cycle Invoice
One click on a customer's Rate Card creates a draft invoice with one line item per active site. Review and send when ready.
Editing invoice line items
Override unit price or total directly on any invoice line. The source badge tracks whether a price came from the system or from your manual override.
How pricing is resolved (two tracks: Rate Card vs. line items)
Recurring Rate Card rows bill their own rate directly. Job, quote, and manual invoice line items resolve through a separate three-layer hierarchy: site Additional Charge, then customer default rate, then catalog price.
Creating a Rate Card row
Add a service location with units, rate, and frequency to declare what you charge for ongoing service at a customer's site.
Customer Default Rates
Set per-customer default rates for products and services that apply when you add items to one-off jobs, quotes, or manual invoices without a site-specific rate.
Additional Charges on a Rate Card row
Add secondary fees like damage waivers, fuel surcharges, or hand wash station add-ons to a service location, each with its own rate period.
Billing cycles overview
Each customer has a billing cycle that defines when invoices roll up. PortaPro supports four cycle types — calendar month, anniversary, 28-day fixed, and manual.
28-day billing cycle
The industry-standard cycle for established portable sanitation operators. Runs 28 days from an anchor date, producing 13 cycles per year.
Batch cycle rollup
Run billing for all customers whose cycle closed in one click. Preview the run before committing, with duplicate prevention built in.
Customer pricing
Per-customer pricing now lives in the Rate Card tab. Section 1 covers per-site rates; Section 2 covers per-customer default rates.
Cycle Invoices from the Rate Card
Generate a Cycle Invoice on demand, or let a nightly cron auto-draft it for you. Covers billing source, the double-billing guard, and how the billing cycle window is resolved.
Invoicing
Create and send invoices
Editing invoice line items
Override unit price or total directly on any invoice line. The source badge tracks whether a price came from the system or from your manual override.
Invoice creation wizard
Create one-off invoices manually with the wizard. For recurring billing, use the Rate Card's Cycle Invoice path instead.
Recurring Billing
Automate your billing
Integrations
Connect with other tools