Invoicing Overview

StagePulse generates invoices from your project services, sends them through your chosen provider (QuickBooks or Stripe), and syncs payment status back. Your accounting software stays the source of truth; StagePulse just makes the send-and-track part easier.

Supported Providers

You can connect either or both:

• QuickBooks Online — full two-way sync with QuickBooks. Invoices you send from StagePulse appear in QBO; payments recorded in QBO sync back into StagePulse.
• Stripe Invoicing — Stripe-hosted invoices and online payments. Good fit if you're not using QuickBooks or if you want card acceptance built in.

If you have both connected, you pick which one to send each invoice through. StagePulse remembers your default.

Where Invoices Come From

Invoices are generated from a project's services — the line items you add to a project (e.g., "Staging, 6 months", quantity 1, $6,000). Add services on the project page; they become invoice line items when you create an invoice.

Creating an Invoice

1. Open the project
2. Go to the Invoices section
3. Click Create Invoice
4. Review the line items, totals, and dates
5. Pick a provider (QuickBooks or Stripe)
6. Pick recipients (usually the broker or seller contact)
7. Click Send

StagePulse pushes the invoice to the provider, emails the recipient, and logs everything so you have an audit trail.

Invoice Status

• Draft — created in StagePulse but not sent to the provider yet
• Sent — delivered to the client
• Paid — payment received (synced from the provider)
• Void — cancelled

Status syncs automatically from QuickBooks/Stripe, usually within a minute of a payment clearing.

Tracking Payments

The project page shows:

• Quoted total — what the services on this project add up to
• Invoiced — how much has been sent as invoices
• Received — how much the client has actually paid
• Outstanding — what's still owed

If a client pays you outside the invoice system (cash, check, Venmo), you can record a manual payment on the project, and it'll count toward the Received total.

Resending an Invoice

If a client says they didn't get the invoice (or spam-filtered it), open the invoice, click Resend, optionally edit the recipient list, and send again. Every send is logged so you have proof.

Settings

Under Settings → Invoicing:

• Default payment terms (Net 15, Net 30, Due on Receipt)
• Invoice number prefix
• Default email subject + body
• Which provider to default to

Import Past Invoices

If you're new to StagePulse and already have invoices in QuickBooks or Stripe, you can import them so StagePulse knows about past jobs too. Go to Invoices → Import — StagePulse will pull invoices from your connected provider and let you match them to projects (or create projects on the fly).

What Invoicing Doesn't Do

• No recurring invoices: each invoice is one-off. If you bill monthly, create a new invoice each month.
• No payment plans: a single invoice is due in full. Break into multiple invoices if you want installments.
• No partial refunds within StagePulse: handle refunds in QuickBooks or Stripe; status syncs back.
• No tax calculation engine: tax rates are pulled from your provider (QuickBooks handles them automatically, Stripe taxes need Stripe Tax). StagePulse doesn't compute tax independently.

Related

• QuickBooks Integration
• Stripe Setup
• Creating Projects — services on projects feed invoices