Billing & Payments
From work order to money in the bank — automatically
One flow from estimate to invoice to payment. Take cards at the door, put recurring customers on autopay, and let statements and reminders chase the rest — with everything pushed to QuickBooks automatically.
The most expensive part of a service business is often the work you already did and haven’t been paid for. Invoices that go out days late, cards that never got saved, statements nobody sends, and an AR report that lives in someone’s head — none of it is a software feature problem; it’s a workflow problem. WebWork closes the loop end to end.
A completed job flows into a pre-invoice review where the office approves the work — photos, chemicals, signature — then invoices release in batches. Payment happens wherever the customer is: at the door on the tech’s phone, in the office, from an emailed invoice link with Apple Pay and Google Pay, or automatically on the card on file. Every dollar lands in your ledger with an audit trail, and QuickBooks stays current without double entry.
Card data never touches your servers — payments run on Stripe (or your connected Square account), with numbers tokenized in the browser and funds settling directly to your bank.
One flow from quote to cash
Estimates become work orders become invoices — no retyping, and nothing goes out before the office has approved the work behind it.
Estimates, work orders & invoices
One connected flow from quote to invoice, with the job’s details carried through automatically.
Pre-invoice service review
Approve completed jobs — photos, chemical logs, signatures — before invoices go out, then release them in batches.
Batch operations
Generate, send, or remind on hundreds of invoices at once.
Public “pay this invoice” links
Field invoices carry a no-login payment link — the customer taps and pays.
Take payment anywhere
Every payment surface is built in: the office, the field, the portal, and the invoice email itself.
Card & ACH payments
Stripe-powered cards and ACH — or connect your Square account — with receipts sent automatically.
Payment in the field
Techs take card, card-on-file, cash, or check right at the job — checkout is part of every visit in the mobile app.
Cards on file, three ways
Save a card at the office, at the door, or email the customer a secure add-card link. Numbers never touch your servers.
Wallet payments
Apple Pay and Google Pay work straight from the invoice link — a saved card is optional.
Recurring billing & autopay
Subscriptions invoice themselves on schedule and charge the card on file — cash flow runs itself.
Collections and clean books
Knowing who owes what is table stakes; getting it collected without burning office hours is the win.
Statements & payment reminders
Monthly statements, overdue nudges, and dunning workflows that escalate on your schedule.
AR aging & financial reports
Current, 30, 60, 90+ buckets by customer — know exactly who owes what and how the month is tracking.
Credit memos, adjustments & refunds
Fix billing the right way, with every change on a clean audit trail.
Bank reconciliation & vendor bills
Match deposits to payments and track the bills you owe (Accounting+ module).
QuickBooks sync
Keep your accountant happy without double entry.
How it works
- 1
Job completes in the field
The tech closes out the visit with photos, products used, and a signature — and can take payment on the spot.
- 2
Office reviews & releases
Pre-invoice review approves the work, then invoices go out in batches or automatically.
- 3
Customer pays anywhere
Portal, invoice link, wallet, autopay, or at the door — receipts send themselves.
- 4
Books stay clean
Balances, AR aging, statements, and QuickBooks all update from the same ledger.
Frequently asked questions
What payment methods can I accept?
Cards and ACH through Stripe (or a connected Square account), Apple Pay and Google Pay from invoice links, plus cash and check recorded in the field. Cards can be saved on file at the office, at the door, or by a secure emailed link.
Does WebWork support autopay for recurring customers?
Yes. Recurring agreements generate their invoices automatically and charge the customer’s card on file. Customers can also manage autopay themselves in the portal.
Can technicians take payment in the field?
Yes — checkout is built into every visit in the mobile app: card, card-on-file, cash, or check, with receipts emailed automatically.
Is WebWork PCI compliant?
Card data is tokenized in the browser by Stripe and never touches WebWork’s servers, which keeps you in the lightest PCI scope (SAQ-A). Funds settle directly to your bank account.
Does it sync with QuickBooks?
Yes — WebWork pushes customers, invoices, and payments to QuickBooks automatically, so your books stay current without double entry.
How do statements and collections work?
Monthly statements, overdue reminders, and escalating dunning workflows run on your schedule, and AR aging shows exactly who owes what by bucket.
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