Invoicing

Most owner-ops send invoices 2–3 days after the job. Sometimes a week. Sometimes the job slides off the list and the invoice never goes out. By the time the customer sees it (if they do), the experience has cooled — and nearly half of small business invoices get paid late (Intuit QuickBooks 2025). Now the owner is chasing payments by phone or text. Awkward calls that eat 4–8 hours a week and bruise customer relationships that were warm three weeks earlier. QuickBooks handles the books, but invoicing from a finished job is fiddly: retype line items, re-upload photos, reset terms per customer. Stripe handles payments but lives in its own dashboard. Matching Stripe payments to QuickBooks invoices takes hours every month and is the bookkeeper's least-favorite job. None of these tools know what "job complete" means — so none of them send the invoice when the work is done.

Aerys Invoicing lives inside the system that already has the job, the customer, and the schedule. Job marks complete in the CRM → invoice generates in 30 seconds with line items, photos, and terms filled in from the job record. Email, SMS, and customer portal link — the customer's preferred channel sends on its own. Pay-by-link takes cards, ACH, Apple Pay, and Google Pay. Payments run through Stripe. No second dashboard. Reminders run a steady cadence: 3-day soft nudge, 7-day firm, 14-day late, 30-day past-due. The owner doesn't have to remember anything. The reconciliation engine syncs to QuickBooks and matches each payment to its invoice on its own. The bookkeeper opens QuickBooks at month-end and finds the books already balanced. Deposit + balance billing handles project work cleanly: 50% deposit fires at job-scheduled, balance fires at job-complete.

QuickBooks is accounting first. Invoicing is an afterthought — no job context, manual entry per invoice. Square Invoices and other standalone invoicing tools are payment first. No job context, no reminder cadence, no books sync. The pattern is the same across the category: each tool does one job well and ignores the others. Most owner-ops end up gluing them together — QuickBooks for books, a standalone invoicing tool, manual data entry, a part-time bookkeeper for the matching. Total: $200–400/mo plus 4–8 hours of admin work each week. Aerys Invoicing is invoicing inside the system that already runs the business — one dashboard, job-aware, reminders built in, matching done. Stripe is the payments processor underneath (you keep your Stripe account; we don't replace it). $79/mo replaces the QuickBooks-plus-glue layer and the admin time.

Aerys Invoicing works on its own — manual customer entry or CRM webhook, invoice creation, payments, reminders, QuickBooks sync. Add Lead & Customer Hub ($99/mo) and the customer record becomes the source of truth. Invoice history lives on the customer record next to lead source and the full conversation thread. Add Estimating Engine ($149/mo) and approved estimates write matching invoices on job-complete — same line items, same totals, same photos, no re-typing. Add Production Scheduler ($179/mo) and job-complete events fire from the schedule on their own. No manual marking. Add Operator AI (from $50/mo) and you can text "who hasn't paid the Wilson invoice yet?" and get a real answer. Add Intelligence Dashboards ($99/mo) and days-to-payment, aging buckets, and revenue-by-source flow into the Financial dashboard. On its own, this stops the cash flow leak. Paired, it's the financial backbone.