Invoicing & Payments
Create invoices, collect payment via Stax, send payment links, and build precise quotes with the CPQ builder — all connected to your price book.
Overview
DramTrade's invoicing module handles the full billing lifecycle — from quoting in the field to collecting payment on the spot. Invoices pull directly from your price book, so line items are consistent and accurate. Payments are processed through Stax, supporting credit card, ACH bank transfer, and payment links that customers can pay from their phone.
Key Concepts
Invoice — A billable document sent to a customer after a job is complete (or in advance for deposits). Invoices track payment status and are linked to the job they originated from.
Price Book — Your catalog of services, parts, and materials with defined prices and tax codes. Every invoice line item is sourced from the price book.
CPQ (Configure-Price-Quote) — A structured quote builder for complex jobs. Allows technicians and estimators to configure service bundles, apply discounts, and present a professional proposal.
Payment Link — A hosted payment page you can send via SMS or email. Customers pay without needing access to the portal.
Stax — The integrated payment processor. Supports card-present (mobile card reader), card-not-present, and ACH.
Creating an Invoice
From a Completed Job
The most common workflow: when a technician marks a job Complete, DramTrade automatically drafts an invoice using the services and parts recorded during the visit.
- Open the completed job.
- Click Create Invoice — the draft pre-populates with all recorded line items.
- Review, adjust quantities, and apply any discounts.
- Click Send to Customer to deliver via email and SMS, or Collect Payment to take card-present payment immediately.
Manual Invoice
Go to Invoicing > New Invoice, select a customer, and add line items manually from the price book. This is useful for deposits, service agreements, or billing outside of a job.
Price Book
Your price book lives under Settings > Price Book. Structure it with:
- Categories — group services by type (e.g., HVAC, Plumbing, Electrical)
- Line items — each item has a name, description, unit price, cost (for margin tracking), and tax code
- Bundles — pre-packaged groups of items sold together at a set price
Price book entries sync to the mobile app so technicians can add items in the field without needing to type free-form text.
Price Tiers
You can define customer-level or membership-level price tiers. Members on a maintenance plan might automatically receive a 10% discount on labor, for example. Tiers apply at invoice generation time.
CPQ Builder
For larger or multi-system jobs, the CPQ builder lets you construct a detailed proposal:
- Navigate to Invoicing > New Quote.
- Select the customer and job site.
- Add sections (e.g., Equipment, Labor, Materials).
- Within each section, configure line items, quantities, and optional add-ons.
- Apply a discount at the line item or total level.
- Add terms and conditions text.
- Send for customer e-signature via the integrated BoldSign flow.
Once the customer signs, the quote converts to a job and draft invoice automatically.
Payment Processing
Card Payments
DramTrade connects to Stax for all card processing. Technicians can use a Bluetooth card reader for field collection, or you can charge a card on file from the office.
ACH Payments
For larger invoices, ACH bank transfer is available directly from the invoice detail screen. Enter routing and account numbers, or let the customer enter their details via the payment link. ACH payments typically settle in 2–3 business days.
Payment Links
On any unpaid invoice, click Send Payment Link. DramTrade generates a hosted payment page and sends the URL via SMS and/or email. The customer can pay with card or ACH from any device — no login required.
Payment links expire after 30 days by default. You can adjust the expiry under Settings > Invoicing.
Payment Status
Invoices move through these states:
| Status | Meaning |
|---|---|
| Draft | Not yet sent to the customer |
| Sent | Delivered to the customer, awaiting payment |
| Partial | A deposit or partial payment has been received |
| Paid | Payment collected in full |
| Overdue | Past the due date with no payment |
| Void | Cancelled invoice |
Automatic overdue reminders can be configured under Settings > Invoicing > Reminders.
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