Welcome to PayPolka

PayPolka is simple estimating, invoicing, and payment-collection software built for small, US-based service businesses: contractors and trades, freelancers, consultants, and small studios. If you send quotes, bill customers, and want to get paid faster without wrestling with heavy accounting software, you’re in the right place.

PayPolka keeps things focused. It is not project management, scheduling, payroll, or full accounting. It does one job well: helping you quote work, turn accepted quotes into invoices, and collect the money.

The PayPolka workflow

Most of your day-to-day in PayPolka follows one simple path:

1. Add your clients. Keep a record of who you work for and their contacts.
2. Send estimates. Build a quote from labor rates, catalog items, or manual line items, then send it for online approval.
3. Get it accepted. Your client reviews and accepts (or declines) the estimate from a private link.
4. Turn it into invoices. Bill the whole job at once, or break it into a deposit, progress payments, and a final balance.
5. Get paid. Collect by card, ACH bank transfer, Cash App Pay, or cash/check, straight through your own Stripe account.
6. See where you stand. Track outstanding and overdue balances, what you’ve collected, and tax-invoiced and tax-collected summaries.

New here? Start with Getting started

If this is your first time, read Getting started first. It walks you through signing up, connecting Stripe, and the handful of settings worth getting right on day one.

Browse the docs

Getting set up

• Getting started — sign up, verify your email, first login, and a setup checklist
• Dashboard — read your key numbers and decide what to do next
• Account settings — business profile, logo, prefixes, terms, and team
• Payments & Stripe — connect Stripe and choose how clients can pay

Working with clients

• Clients & contacts — add clients, manage contacts, and set client defaults
• Labor rates & catalog — reusable rates and products for faster quoting

Estimates & invoices

• Estimates — build, send, and track quotes
• Estimate to invoice — turn an accepted estimate into full, deposit, progress, or final invoices
• Invoices — create, send, and manage invoices
• Recurring invoices — set up invoices that repeat on a schedule

Getting paid

• Getting paid — collect payments and record cash or checks
• Public pages & client portal — what your clients see when they review and pay

Reports

• Accounting & statements — receivables, sales summaries, and client statements