The Billing tab helps you manage invoices, track payments, send statements, and sync billing details with QuickBooks Online, all from one place.

Once a bid is accepted, the Billing tab will show the job’s payment terms, including installments and totals. From there, you can view invoices, send them to customers, collect payments (if enabled), and send statements that show paid and unpaid balances.

What You Can Do in the Billing Tab

From the Billing tab, you can:

• View the job’s payment terms and installment schedule
• View and send invoices to customers
• Track invoice status and mark invoices as paid (or if integrated with QBO, see the paid status) 
• Collect payments using the Pay Now button (if payments are enabled)
• Send Statements (paid + unpaid, with balance due)
• Create separate invoices when a Scope of Work Change is entered
• Automatically sync invoices and payment status with QuickBooks Online (QBO) 

Where to Find Billing

1. Open a Project
2. Click the Billing tab

Note: The Billing tab may be blank until a bid has been accepted and payment terms are available.

Invoices

Invoices allow you to bill a customer for specific installment payments. From Billing, you can view, send, collect payment, and track status in one place. Note the deposit invoice is automatically sent to the customer with the Bid Accepted email after they sign the agreement. 

View an Invoice (PDF)

1. In the Billing tab, locate the invoice you want
2. Click View

This opens or downloads the invoice as a PDF.

Send an Invoice

Each invoice includes a Send button.

1. In the Billing tab, locate the invoice you want
2. Click Send

This triggers the Send Invoice email template and sends the invoice to the customer.

Collect Payment Online (Pay Now Button)

If your company has Payments enabled, invoices can be paid online. Click here to learn more about how to become a payments merchant in the Payments Help Center article.

Customer Pays Using the Invoice

1. Open the invoice (from email or customer portal) 
2. Click Pay Now
3. Enter the card or ACH information
4. Submit payment

This method is the preferred workflow because it automatically fills in the customer and invoice details, reducing errors and saving time.

Internal Team Can Take Payment Too

If a homeowner calls in and provides payment information, your team can open the invoice and use Pay Now to enter the payment on their behalf.

This is helpful for:

• Phone payments
• Office payments
• “Run the card” scenarios

Static Pay Link (Important Difference)

In some cases, your team may use a static payment link. This option is available, but it behaves differently:

• The static link does NOT auto-fill the customer or invoice details
• The user/customer must manually enter information
• The invoice-based Pay Now button is faster and reduces mistakes

Best Practice: Use the Pay Now button directly from the invoice whenever possible. Internal teams can locate it via the Project Page by clicking into the Billing Tab and selecting View for the invoice they need to pay. 

Mark an Invoice as Paid 

Regardless of whether a customer pays outside of Contractor Accelerator or uses our Payments system (cash, check, bank transfer, card, etc.), you can keep billing accurate inside CA.

1. In the Billing tab, locate the invoice/installment
2. Check the Invoice Paid checkbox - if you are using the QuickBooks integration, you will only be able to mark the invoice as paid inside QBO, and it will automatically update the invoice in CA. 

Once the invoice has been marked as paid, it will:

• Show as paid in the Billing tab
• Be reflected in Statements
• Reduce the outstanding balance on the statement

Statements

Statements give a complete view of what a customer has been billed and what they still owe — including paid and unpaid invoices and the remaining balance.

Statements now support:

• Sending by email (not just viewing/downloading)
• A Pay Now button so customers can submit payment directly from the statement

What a Statement Includes

Statements show:

• Paid installments
• Unpaid installments
• Total amount billed
• Total paid
• Outstanding balance

Statements are especially useful when customers have multiple invoices or installment payments and need a clear summary.

View a Statement (PDF)

1. Go to the Billing tab
2. Click View Statement

This downloads a PDF showing all invoices and payment activity for that customer/job.

Send a Statement (Email + Pay Now)

1. Go to the Billing tab
2. Click Send Statement

What the customer sees

• An email with the statement PDF attached. It includes paid + unpaid amounts
• A Pay Now button so they can submit payment right from the statement

Update the Statement Email Template (Using Tags)

Your Statement email can be customized using Tags (dynamic fields), which automatically fill in job and customer data.

This allows your message to automatically include details like:

• Customer name
• Company name
• Balance due
• Project details

Using tags keeps emails consistent while still personalized.

Scope of Work Changes & Separate Invoices

If a Scope of Work Change is entered, Contractor Accelerator will create a separate invoice under the Billing tab.

This invoice can be:

• Viewed
• Sent
• Paid
• Included on the Statement

This keeps billing clear when work expands after the original bid is accepted.

For changes that require a customer signature, simply create a second bid for the change while keeping the first bid intact. This allows the original agreement to remain active while creating a secondary agreement with signature, invoices, etc, under the same project. 

QuickBooks Online (QBO) Sync

Contractor Accelerator can integrate with QuickBooks Online to reduce duplicate entry and keep invoice status aligned between systems.

What Syncs to QuickBooks Online

When connected, Contractor Accelerator pushes:

• Customer / contact info
• Invoice info

This helps prevent manual re-entry of billing details into QBO.

Payment Status Sync

When an invoice is marked as paid in QuickBooks Online, it will also be marked as paid inside Contractor Accelerator.

Please view the article on Integrations for more information about how to link your QuickBooks Online account to Contractor Accelerator.