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Invoicing & Payments · Get paid faster

The invoice goes out the day the job is done.

Stripe credit-card and ACH bank transfer, configurable late fees, batch drafting with an AI scrub, and bidirectional QuickBooks Online sync that ends the double-entry. Receivables shrink. Books stay clean.

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Stripe CC + ACH Automatic late fees Batch invoice drafting AI scrub before send QuickBooks bidirectional Conflict resolution
RootControl
Invoices · Today
Hartwell HOA — mulch Just sent
Brookside corporate
Maple Lane — overdue 12d + Late fee
QuickBooks Online
A/R · Same moment
Hartwell HOA — mulch Just sent
Brookside corporate
Maple Lane — overdue 12d + Late fee
Why operators turn this on

Three places where landscape companies lose the money they already earned.

The work was done. The customer was happy. The cash didn't show up — not because anyone refused to pay, but because the office side ran on a delay.

The invoice that went out next Tuesday

Crew finished Thursday afternoon. The office got to the paperwork the following Tuesday. Five days of float you'll never get back — multiplied by every job. By season's end, the lag alone is a payroll cycle.

The "we'll mail you a check" customer

No online pay link, so the customer drops the invoice on the pile. It surfaces three weeks later when bookkeeping nudges them. Late fees were on the contract but nobody applied them — the receivable just kept aging.

The QuickBooks double-entry tax

Every invoice gets keyed twice — once in the field-software, once in QuickBooks. The bookkeeper catches the typos at month-end. The reconciliation eats a day. Multiply by 12 months and you've burned a working week to copy data.

How it works

From completed job to cleared bank, in one rail.

The same trigger that flips a job to complete fires the invoice. The customer pays themselves. Late fees clock in. QuickBooks updates in the background. Five stops, one pipeline.

Job complete
Field-Crew taps done; the office side fires the draft.
Invoice sent
Email + Client Hub with a Pay Online link — same day, every time.
Customer pays
Card or ACH bank transfer via Stripe — no app, no account.
Late fees
If overdue, the fee posts; an overdue reminder fires automatically.
QuickBooks sync
Invoice, payment, and customer flow into QBO — both directions.
What's in the suite

Six tools that move money from the field to the bank

Each one earns its keep on its own. Together they shrink your days-sales-outstanding and end the manual entry between the field-software and the accounting system.

Stripe Card & ACH Bank Transfer

Customers pay with a credit card or a bank transfer, both processed through Stripe. ACH uses Stripe Financial Connections so the bank verifies in seconds — no micro-deposit wait.

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  • Card payments settle in 1–2 business days
  • ACH typically settles in 3–5 business days at a flat low fee
  • Pay Online link on every invoice email and in the Client Hub
  • No customer account or app install required — magic-link entry
  • Receipts auto-emailed; payment record posts back to the invoice
All plans

Configurable Late Fees

Fixed amount, percentage, or both — with the grace period you set. Fees post automatically once an invoice ages past the window, and the overdue reminder ships the same day.

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  • Fixed-amount, percentage, or hybrid fee structures per org
  • Grace period in days — commonly 5 or 10
  • Fee line posts to the invoice automatically when overdue
  • Overdue reminder email fires with the Pay Online link attached
  • Fee schedule shown to the customer on the invoice PDF and portal
All plans

Batch Invoice Creation & Delivery

One pass over every billable job in the period. RootControl drafts the invoices, the AI scrub flags pricing and tax-rate mismatches, the AI drafts a cover note per customer, and you send the whole batch — sometimes hundreds of invoices — in one click.

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  • Select date range and customer scope; drafts generate in seconds
  • AI scrub flags pricing anomalies, tax-rate mismatches, and missing lines
  • AI drafts a per-customer cover note that you can edit before send
  • Per-draft accept / hold / edit so you can hold back specific bills
  • One confirmation delivers every approved invoice simultaneously — email + Client Hub
  • Per-row error handling: one failure doesn't abort the batch — retry just the rejects
  • Anything not ready to bill surfaces in the same pass so nothing slips
Professional+

QuickBooks Online Sync

Bidirectional and continuous. Customers, invoices, payments, and the item list stay aligned between RootControl and QBO — with conflict resolution when the same record changes on both sides.

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  • Bidirectional sync for customers, invoices, payments, and items/services
  • Match-and-merge wizard on first connect — no duplicate customers
  • Stable external IDs keep records aligned after the initial pass
  • Conflict view shows the diff when both sides edited between syncs
  • Per-tenant sync health monitor (Enterprise) flags drift before it bites
  • Five-minute setup once your QBO account is connected
Professional+

Automated Overdue Reminders

When an invoice crosses overdue, the nudge fires from RootControl itself — not from your inbox at 9pm. Cadence is configurable; the reminder always carries a working Pay Online link.

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  • Trigger ages off the grace period and continues at your cadence
  • Email-first; SMS reminders available on plans with SMS allowance
  • Pay Online link reuses the same Stripe checkout the customer first saw
  • Reminder history shown on the invoice timeline for audit
  • Mute or escalate to manager review with one click
All plans

Payroll CSV Export

Approved timesheets, by crew and by job, exported in the column shape your payroll provider expects — ready to import on payday with no rekeying.

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  • Pay-period selector with org-level overrides
  • Approved-only filter so unreviewed time doesn't leak into payroll
  • Job and crew rollups for cost-coded payroll
  • Column mapping per provider stays sticky after the first export
  • Export history kept on file for audits
All plans
Pick a rail

Cards for speed. ACH for the recurring HOA contract.

Both rails go to the same Pay Online link — the customer chooses, you don't have to. Here's how each one behaves in practice.

Credit Card

Fastest funding
Settlement 1–2 business days
Customer effort ~30 seconds
Failure modes Declines, expired cards
Best for One-time invoices & quick wins

Use it when you'd rather have the cash this week than save a few basis points. The card-fee economics favor speed for small-to-mid invoices — especially if you'd otherwise be waiting on a mailed check.

ACH Bank Transfer

Lowest cost
Settlement 3–5 business days
Customer effort ~60 seconds (one time)
Failure modes Insufficient funds, rare
Best for Recurring contracts, larger invoices

Verified through Stripe Financial Connections — the customer signs in to their bank once, in-flow, and the account is reusable. No micro-deposits, no waiting two days for a test deposit to land.

What the late-fee timeline looks like

An overdue invoice, watched without anyone watching.

This is a real example of the events RootControl posts to an invoice when a 10-day grace period and a 1.5% monthly late-fee policy are in effect. Every event is on the timeline; every notification leaves an audit trail.

Invoice #RC-4218 · Brookside HOA · $4,800

Issued Apr 1 · net 15 · 10-day grace · 1.5% monthly late fee
Apr 1 Invoice sent — email + Client Hub, Pay Online link attached. $4,800.00
Apr 16 Due date passed. Grace period begins; no fee posted yet. —
Apr 26 Late fee posted automatically after the 10-day grace window closes. Overdue reminder fires. + $72.00
May 3 Second reminder sent on configured cadence with the Pay Online link. —
May 7 Customer paid in full via ACH bank transfer. Receipt auto-emailed; invoice closed. $4,872.00 paid
May 7 QuickBooks sync posted invoice, late-fee line, and payment to QBO — matched to the existing customer record. —
What flows where

The QuickBooks Online sync, line by line

Two-way for everything that lives in both systems. One-way where one side is the source of truth. Conflict resolution surfaces the rare cases where the same record was edited in both places between syncs.

RootControl
Direction
QuickBooks Online
Customers — billing address, email, phone
↔
Customers — matched on first connect, then by external ID
Invoices — line items, taxes, totals, due date
↔
Invoices — line-for-line, no summary rollup
Payments — Stripe CC + ACH, manual offline payments
↔
Payments — deposits applied to the matched invoice
Item / service list — with cost, price, tax code
↔
Products & services — aligned by SKU/name
Late-fee lines posted automatically by RootControl
→
Posted as a line on the matched invoice
Refunds — Stripe-initiated or manual
↔
Refund receipts linked to the original payment
Tax rates & jurisdictions
←
Tax codes — QBO is the source of truth
Questions we hear

Invoicing & Payments FAQ

Does RootControl sync with QuickBooks Online?
Yes — bidirectional QuickBooks Online sync is included on Professional and Enterprise plans (not Starter). Customers, invoices, payments, and the item/service list flow both directions automatically. When the same record is edited on both sides between syncs the sync engine surfaces a conflict and shows you both versions before either is committed. Setup takes about five minutes once you connect your QuickBooks account.
What payment methods do customers pay with?
Credit card and ACH bank transfer, both processed through Stripe. ACH uses Stripe Financial Connections so customers verify their bank in seconds instead of waiting on micro-deposits. Cards settle in 1–2 business days; ACH typically settles in 3–5. There's a Pay Online link on every invoice email and inside the Client Hub — no separate login required.
How do automated late fees work?
Late fees are configured per org — fixed amount, percentage of balance, or both — with a grace period you set (commonly 5 or 10 days). When an invoice passes the grace period, RootControl posts the late-fee line to the invoice automatically and an overdue reminder fires by email with the Pay Online link. The fee structure is shown to the customer on the invoice PDF and in the portal so there are no surprises at collection time.
Can I batch-create invoices for everything billable this week?
Yes. Batch Invoice Creation (Professional+) walks every completed job through one pass: select the date range and customer scope, RootControl generates invoice drafts for each billable job, and an AI scrub flags pricing or tax-rate mismatches before you send. You review the batch — accept all, accept some, or hold back specific drafts — and the chosen invoices go out in one click. Anything that isn't billable yet surfaces in the same pass so nothing slips.
What happens if a customer or invoice already exists in QuickBooks?
On first connect, the sync engine matches existing QBO customers to RootControl customers by email and display name, then prompts you to confirm any ambiguous matches. After the initial pass, the same record on both sides is kept aligned by a stable external ID, so you can edit a customer's billing address in either system and it propagates. If the same record changes on both sides between syncs, the conflict view shows the diff and you choose which version wins. Enterprise plans add a per-tenant sync health monitor that flags drift before it bites.
Can customers pay without creating an account?
Yes. The Pay Online link in the invoice email opens Stripe checkout directly. For customers using the Client Hub, the no-login magic link gets them to the same checkout with the invoice prefilled. There's no app to install and no password to manage on the customer side.
What plan is each piece on?
Stripe credit-card and ACH payments, configurable late fees, automated overdue reminders, and payroll CSV export are on every plan, including Starter. Batch Invoice Creation with AI scrub and bidirectional QuickBooks Online sync are Professional and Enterprise features. Per-tenant sync health monitor is Enterprise-only. See the pricing page for the full breakdown.
Keep exploring

Where invoicing meets the rest of the system

Invoicing & Payments is one rail in a wider operating system. Here's where it plugs into the next stage of the workflow.

Financial Intelligence

The AI estimate scrubber, live margin badges, real-time job costing, and spend-anomaly detection — the watch-side of the money rail this page describes.

Read the deep dive

Client Hub

Where the Pay Online link lives for the customer — no-login portal with magic-link entry, in-portal messaging, and one-tap pay by card or ACH.

Read the deep dive

Estimating & Proposals

The upstream side: AI estimating, the scrubber, reusable estimate packages, and Client-Hub e-signature. Sign the proposal here, invoice it on the page you're reading.

Read the deep dive
Get Started

Send the invoice the day the job's done.

30-minute walkthrough — bring a recent batch of completed jobs and your current QuickBooks setup. We'll show you exactly how the invoices would have gone out, when each one would have been paid, and where the QBO sync would have caught the duplicate entry.

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