Billing & Invoicing
Create invoices, automate billing, and integrate with accounting tools.
Quotes & Invoices
Quoting, sending, converting and invoicing
Quotes and Invoices: the Financials Lists
The Financials Quotes and Invoices lists: the money tiles, filters, search, row actions, bulk actions and how they look on a phone.
The Quote Wizard
The quote wizard for recurring service and one-time or event quotes: every step, the product picker, options, saving, revising and settings.
Quote Statuses, Sending and Converting
Quote statuses, sending a quote by email or text, the customer's quote page and online acceptance, PDFs, and converting to jobs, an invoice or service.
Notes and Terms
The notes and terms library: saving reusable notes and terms, defaults for quotes and invoices, and where they print.
Troubleshooting Quotes and Invoices
Real causes and fixes: wrong service period, a customer who didn't get the email, Partial with nothing due, editing a sent invoice, quotes that won't convert.
Deposits on Quotes and Jobs
Put a deposit on a quote (required to accept, or requested alongside), request one on a job, and let PortaPro invoice the balance before delivery with the deposit credited.
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.
One Invoice Per Site
Bill one customer with a separate invoice for every site, delivered as a single email linking to a page where they can view, download and pay each one. Built for builders and property managers whose accounting has to split cost by location.
Printing and Mailing Invoices
Print every selected invoice as one PDF for the customers you bill by post, with a date range that opens on the last 30 days, the same Delivery filter as the Invoices tab, a Printed badge recorded on every batch, and a Mark as mailed step so you always know what still needs an envelope.
Customer PO Numbers on Invoices
Print a customer's purchase-order number on their invoices, set a blanket PO or one per site, and know when an issued invoice freezes it.
Purchase Orders
Create vendor purchase orders in Financials, email a branded PDF, track delivery, receive materials into inventory, and convert the PO into a Bill.
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, the two ways a rental bills disposal (Included in the rate, or Landfill cost + markup), and the final statement consolidator.
Roll-Off Rentals Page (Dispatcher View)
The dispatcher's one screen for every roll-off box on the ground: Open/Completed tabs, KPI strip, the Customer requests queue from the portal, filters, per-row actions (Swap, Pickup, Add Fee, Edit), scheduling dialogs, how a rental bills disposal, and the final invoice.
Day Overage, Included Days & Debris Type (Roll-Off)
The three roll-off term fields the swap-cycle article treats lightly: included days, overage $/day, and debris type. What each does and how to set them.
Quote Options (Good / Better / Best)
Offer two or three priced options on one quote, let the customer or your office pick one, and watch the quote collapse to exactly what they bought.
From Quote to Service Plan
A recurring PortaPro quote carries the whole plan for a site: unit lines, a map of where each cluster goes, and a start date. Activating it creates the rate card, the real placements, and the delivery job in one action.
Billing & Payments
Getting paid, credits, fees, expenses and accounting sync
Billing and Payments Overview
How money moves through PortaPro: payment history, Incomplete card attempts, credits and overpayments, refunds, payment reports and common fixes.
Collecting Payments (Collect Payment, Saved Cards & Pay Links)
Recording checks and cash, charging a card, sending a payment link, and what happens when a customer pays more than they owe.
Set up payment links (Stripe Connect and SMS)
Connect Stripe to unlock every payment-link surface, optionally add Twilio SMS to text links, and turn on the invoice-PDF QR and email button.
Get paid faster with payment links
Every invoice has a secure, branded payment page a customer can pay without signing in. Copy the link, show a QR, text it, or leave it in the invoice email and PDF.
Deposits
Take a deposit when a customer books, collect the balance automatically before delivery, and keep a card on file for damage or cleaning. Every deposit is a real invoice, credited to the final invoice once paid.
Subscription & Plan Management
Managing your PortaPro subscription. Plans, pricing, free trial, upgrading, downgrading, canceling, payment method, and invoices.
Tax Configuration
One company-wide switch turns sales tax on or off; rates are then resolved automatically from each service address, with per-customer exemptions and a per-line taxable flag on rate cards.
Cash Discount Program
One listed price on every quote and invoice, and an exact discount for customers who pay by cash, check, ACH or methods you add like Zelle. The rate is locked to what a card actually costs you (2.9% on flat-rate processing), so you net the same either way. Legal in all 50 states, no card-brand registration.
Billing Health
Every night PortaPro checks rate cards, cycle invoices and account credits for things that will bill wrong and lists them on Settings → Finance → Billing Health. Fix an item or mark it OK, and get a morning email only when something new turns up.
Recording Payments & Credits
Record checks, cash, bank transfers and payment-app payments with a check number and the day the money arrived; what happens on a partial payment or an overpayment (account credit, or call it even for a few cents); prepayments, applying credit, and credit balances from an import.
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.
Reviewing and Sending Cycle Drafts
The Review cycle drafts window: check the list, choose Send now or Schedule, and watch a live counter that keeps running after you close the window.
QuickBooks Online Sync: What Pushes, When, and Why One Way
The nightly one-way push of customers, invoices, payments, voids, reversals, credit memos and prepayments (and, if you turn it on, expenses with their receipts) into QuickBooks Online; connecting; Sync now and the per-invoice Push to QuickBooks action; choosing the income accounts revenue posts to; class tracking; sales tax; reading the sync log; and why PortaPro chose one-way over two-way sync.
QuickBooks Desktop Sync: A Real Live Sync, Not a File Export
Connect QuickBooks Desktop (Pro, Premier or Enterprise) through the QuickBooks Web Connector so customers, invoices and payments go into your company file on their own. Setup, the required settings, what syncs, what happens when QuickBooks is closed, and what isn't sent yet.
Xero Sync: What Pushes, Where It Lands, and Why One Way
Connect your Xero organisation and PortaPro pushes contacts, invoices, payments, cash discounts, account credits, voids and refunds on its own, with Stripe fees, Stripe payouts and expenses when you turn them on. The start date, where revenue and payments land, sales tax, tracking categories, Push to Xero on one invoice, and the sync log.
FreshBooks Sync: What Goes Across and Why One Way
Connect your FreshBooks business and PortaPro sends clients, invoices, payments, account credits, cash discounts, voids and payment removals on its own. The start date, the tax name, choosing a business, Push to FreshBooks on one invoice, and the sync log.
Bank Feed and Reconciliation
Connect your business bank and credit card accounts, or import a bank statement (CSV, OFX / QFX or Excel), so real bank activity appears next to the payments and expenses you already track. Match it to payments, expenses and receipts one confirmed decision at a time, with categorization rules filling in the coding you use every week.
Receipts and Expenses
Snap a receipt and PortaPro reads it, finds the bank transaction it paid for, and files it as an expense with the receipt attached. Split one purchase across categories, let rules fill in the coding you use every week, set each category's Schedule C line, and optionally push expenses to QuickBooks Online.
Rate Card
Per-site contracts, rate periods, cycle invoices, pricing waterfall, and on-site inventory
The Rate Card and Recurring Service
The Rate Card is what each customer pays for at each site: units, service frequency, the rate and its period, and when billing starts.
Billing Cycles and Cycle Invoices
How billing cycles work: the company cycle and per-customer cycles, automatic drafts, generating or skipping a period, advance billing, and how proration is figured.
Invoicing
Create, send and track invoices
Creating Invoices
The Add Invoice wizard: standalone invoices, invoices from a job or a quote, service periods, lines, fees, notes, drafts, and saving versus sending.
Invoice Statuses, the Detail View and the PDF
Invoice statuses and delivery badges, the invoice detail view and send history, what prints on the PDF, and voiding.
Recurring Billing
Billing cycles, billing days, and autopay
Integrations
Connect with other tools
QuickBooks Online Sync: What Pushes, When, and Why One Way
The nightly one-way push of customers, invoices, payments, voids, reversals, credit memos and prepayments (and, if you turn it on, expenses with their receipts) into QuickBooks Online; connecting; Sync now and the per-invoice Push to QuickBooks action; choosing the income accounts revenue posts to; class tracking; sales tax; reading the sync log; and why PortaPro chose one-way over two-way sync.
QuickBooks Desktop Sync: A Real Live Sync, Not a File Export
Connect QuickBooks Desktop (Pro, Premier or Enterprise) through the QuickBooks Web Connector so customers, invoices and payments go into your company file on their own. Setup, the required settings, what syncs, what happens when QuickBooks is closed, and what isn't sent yet.
Xero Sync: What Pushes, Where It Lands, and Why One Way
Connect your Xero organisation and PortaPro pushes contacts, invoices, payments, cash discounts, account credits, voids and refunds on its own, with Stripe fees, Stripe payouts and expenses when you turn them on. The start date, where revenue and payments land, sales tax, tracking categories, Push to Xero on one invoice, and the sync log.
FreshBooks Sync: What Goes Across and Why One Way
Connect your FreshBooks business and PortaPro sends clients, invoices, payments, account credits, cash discounts, voids and payment removals on its own. The start date, the tax name, choosing a business, Push to FreshBooks on one invoice, and the sync log.
See Your Jobs in Google Calendar, Outlook or Apple Calendar
Subscribe your own calendar to your PortaPro jobs: the My jobs and All jobs feeds, what each event shows, how often it updates, and replacing or turning off the link.