How do I invoice a customer and take payment in TactStack?
Short answer
Connect your payment processor, build the invoice from the accepted quote or the completed job, send it by text and email with a pay link, and let automated reminders chase what is unpaid. For recurring work, put the customer on a schedule so it bills itself.
Before you start
- A connected payment processor.
- Payment terms: due on receipt, net 15, net 30, and your late policy.
- Deposit and progress-billing rules for larger jobs.
- Your accounting system, so records stay in sync.
Step by step
- 1
Connect payments before anything else
Link the processor so cards and bank payments settle to your account and every payment posts back to the customer record automatically.
An invoice without a pay button is a request to write a check.
- 2
Build the invoice from the job, not from scratch
Pull the accepted quote or the completed work order, adjust for what actually happened on site, and send. No retyping.
Retyping is where mismatched amounts and awkward phone calls come from.
- 3
Send it the second the job closes
Trigger the invoice from job completion, by text and email, while the work is still fresh in the customer's mind.
Days-to-paid tracks almost perfectly with days-to-invoice.
- 4
Set terms and a due date on the document
State the terms clearly, and use deposits or progress billing on larger jobs so you are never carrying the whole cost of materials.
Clear terms turn a collections conversation into a reminder.
- 5
Automate the reminders
Three days before due, on the due date, then on a set cadence after. Polite, short, with the pay link. Stop the sequence the moment payment lands.
The system can be the one who keeps asking, so you do not have to be.
- 6
Offer the payment methods people actually use
Card, bank transfer, and where it fits, a financing or payment-plan option on larger tickets.
Friction at the pay screen is the last place you want to lose a job.
- 7
Set up recurring billing for plans
Maintenance agreements, monitoring, and service plans go on a schedule that charges automatically and retries a failed card before anyone has to notice.
Recurring revenue is the difference between a busy year and a predictable one.
- 8
Watch the aging report weekly
Five minutes, top down. Anything past thirty days gets a call, not another email.
Receivables get harder to collect every week you wait.
What good looks like
- Invoices go out the day the work is done.
- Average days-to-paid falls, usually noticeably in the first month.
- Nobody spends Friday afternoon chasing checks.
- Maintenance plans bill themselves.
Common mistakes
The ways this goes wrong in money, and what to do instead.
Invoicing in a weekly batch›
Every day between the job and the invoice is a day added to getting paid.
Do this instead: Send the invoice from the field the moment the work is signed off.
No deposit on material-heavy jobs›
Fronting materials turns your business into an interest-free lender.
Do this instead: Collect a deposit before ordering materials and make it part of the booking step.
Reminders that never stop›
If the sequence does not exit on payment, you will thank a customer for paying and then chase them for it.
Do this instead: Cap the reminder sequence and hand the last one to a human call.
Ignoring failed recurring charges›
Expired cards silently cancel plans. Automatic retries and a notification keep the revenue.
Do this instead: Set an alert on failed charges and a short retry plus update-card message.
Frequently asked
6 questions about invoice and take paymentRelated guides
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