Contractor Payment Software: Card, ACH and Payment Plans

WHY PAYMENTS STALL

Half of slow payment is just how hard it is to pay.

A lot of overdue invoices aren't a refusal to pay. The customer meant to mail a check and didn't, didn't want to read a card number over the phone, or had three invoices and wasn't sure which was which. Every extra step between "I should pay that" and "paid" is a chance to slip another week.

Checks and phone paymentsMailed checks wait in the mailbox. Card numbers read over the phone are a hassle and a security headache.
Too many invoices, no clear totalCustomers with several jobs don't know what they owe in total, so they wait to sort it out.
Manual postingPayments and fees get typed into QuickBooks by hand, and reconciling deposits eats part of every month.

Customer statement with open invoices and payment history

HOW CUSTOMERS PAY

One link. Every open invoice. Card or ACH.

Every email and text AR Workflow sends can include a payment link. It opens a secure page with all of that customer's open invoices, not just the one in the message.

Pay one, several or all

In a single checkout.

Partial payments

When that's what they can do today. The rest stays open with follow-up.

Card or ACH

Credit, debit or bank transfer from the same page.

Save a payment method

For next time.

Fees shown up front

Any fee is clear before they confirm.

No login, no app

They tap the link from a text, pay and get a receipt.

INSIDE AR WORKFLOW

Take a payment, or set up a plan that charges itself.

When the honest answer is "I can't pay all of it this month," a payment plan turns that into a schedule instead of a stalemate. Installments by card or ACH charge on the agreed dates, post to QuickBooks and pause follow-up while the plan is on track. If a scheduled charge fails, it isn't retried automatically. Your team sees it and follows up.

Record a payment across one or more selected invoices

Apply one payment to several invoices

Pick the invoices, enter the amount, save. It lands in QuickBooks.

Payment plans on the account

One-time or recurring installments, logged on the customer's timeline.

HOW IT WORKS

How contractor payments work in AR Workflow.

Set up your merchant account

Payments run through Finix. Approval usually takes a few business days, and we walk you through it.

Decide who pays the fee

Absorb it like a normal expense, or turn on a convenience fee so the invoice is paid in full.

Send the link

It goes out in your automated reminders, or send one any time from the customer's account.

Get paid, QuickBooks updates

The payment applies to the right invoice, the fee is booked and the reminders stop.

THE BACK OFFICE

Refunds, disputes and deposits, handled.

Taking payments is only half of it. Your bookkeeper keeps working in QuickBooks. They just stop keying in payments.

RefundsIssued inside AR Workflow, recorded against the original payment.
Disputes and chargebacksTracked in one place, with room for signed authorizations, photos and invoices as evidence.
Deposits viewEvery payout with gross, fees and net, so matching bank deposits is quick.
Payment historyOn every customer and invoice.
Two-way QuickBooks syncA check recorded in QuickBooks also stops the reminders.

Customer account with invoices, credit memos, payments and open balance by aging

PROCESSING FEES

Who pays the processing fee? You choose.

Card processing fees add up on big contractor invoices. We'll go over current rates on your demo.

OPTION 1

You cover the fee

Customers pay the invoice amount. The fee is booked to QuickBooks as an expense automatically.

OPTION 2

Turn on a convenience fee

The customer sees it at checkout before they pay. You receive the full invoice amount.

GOOD TO KNOW

ACH is usually cheaper

Card and ACH have different fees, and customers can pick ACH on large invoices. Dispute and ACH-return fees always fall on the business.

CHECK FIRST

Rules vary

Rules on adding fees to card payments vary by state and card network. Check what applies to you. This isn't legal advice.

CARD VS ACH

Card or ACH: which should you push?

Both have a place. Offering both is what gets invoices paid, because the customer picks whatever's easiest in the moment. On larger invoices, mention in your reminder that bank transfer is available.

CARD

Cards work best for

Homeowners paying a service call, a repair or a deductible. Smaller invoices where speed matters more than the fee. Customers who want points or a few weeks before the money leaves their account.

ACH

ACH works best for

Commercial clients, GCs and property managers whose AP prefers bank transfers. Large invoices, where a card fee would be a real number. Recurring payment plans.

Taking a deposit? Invoice it on its own so it has its own link and follow-up, and check your state's rules on deposit size for home improvement work.

PAYMENT OPTIONS

How to accept payments as a contractor: 6 options compared.

The goal isn't to force everyone onto one method. It's to make the easiest option for the customer also the easiest one for your office.

PAPER CHECK

Slow, depends on the mail

Customer writes and mails it. Office deposits it, then enters it in QuickBooks.

CARD TERMINAL

Fast, if someone's on site

Office matches it to the invoice and enters the fees.

CARD BY PHONE

Fast, during business hours

Someone keys in the card, then enters it in QuickBooks.

BANK WIRE

Fast, more effort to send

Office matches the deposit by hand.

PAYMENT APP

Varies

Customer downloads or signs in. Often entered by hand.

PAYMENT LINK

Tap a link from a text or email

AR Workflow posts it to QuickBooks automatically, fees included.

PAYMENT LINK TIPS

Getting the most from an invoice payment link.

A payment link only helps if customers use it. These small details make a difference.

Put it in every message

Invoice email, courtesy reminder, past-due text and voicemail script.

Say what it opens

"This link shows all your open invoices with us" saves a phone call.

Mention partial payments

On larger balances, paying something today beats paying nothing.

Mention ACH on big invoices

Many customers don't know they can pay by bank transfer online.

Homeowners only on insurance jobs

Never to adjusters or carriers. AI Draft keeps the link out of those messages.

Get a demo →

YOUR INVOICE, NOT A FEATURE TOUR

Bring us one overdue invoice. We'll send you the payment link.

On the demo we set up a payment link for one of your real overdue invoices. You'll see:

1Exactly what your customer sees
2What your team sees
3How the payment lands in QuickBooks

Book a demo

YOUR OPEN INVOICE

Past due

[YOUR BALANCE]

Status requestEmail

Second touchText

Still openVoicemail

Payer can pay by card or ACH

Paid

Posted to QuickBooks

FAQ

Contractor payment FAQs

Still have a question?

Bring it, and one overdue invoice, to a demo.

Book a demo

What is contractor payment software?

Contractor payment software lets your customers pay invoices online, usually by card or ACH, and records those payments in your accounting system. AR Workflow combines payments with collections, so the same system that reminds the customer also takes the payment and updates QuickBooks.

Can customers pay by ACH?

Yes. Customers can pay by ACH bank transfer or by credit or debit card from the same payment page.

Can my customers cover the card processing fee?

Yes, you can turn on an optional convenience fee so the customer covers processing and you receive the full invoice amount. Rules vary by state and card network, so check what applies to you first.

Can customers make partial payments?

Yes. The payment page lets customers pay part of a balance, and the remaining amount stays open with follow-up continuing.

How do payments get into QuickBooks?

Automatically. Each payment applies to the right invoice in QuickBooks Online, and processing fees are booked too.

How fast do I get my money?

Card payments typically reach your bank faster than ACH payments. We'll go over current payout timing on your demo.

Do I have to use a specific processor?

Yes. AR Workflow payments run through Finix, and you'll set up a merchant account with them during onboarding. That's what lets payments, fees and reminders all stay in sync.

Can customers pay from their phone?

Yes. The payment page works on any phone. Most customers tap the link straight from a text reminder and pay right there, without creating an account.

Can I send a payment link without starting a reminder workflow?

Yes. Send a link any time from the customer's account, by email or text. It still opens all of their open invoices, and the payment still posts to QuickBooks.

What's the best way for contractors to accept payments?

Offer an online payment link for card and ACH on every invoice and reminder, and keep checks as a backup. That gives customers the easiest option and keeps payments posting to QuickBooks automatically.

Is ACH cheaper than credit cards for contractors?

Usually, yes. ACH fees are typically lower than card fees, which matters on large invoices. We'll go over current rates on your demo.

Can I take a deposit online?

Yes. Create the deposit as its own invoice and send the payment link. Check your state's rules on deposit size for home improvement work first.

Is there a contractor payment app for my phone?

Customers don't need an app. They pay from a link that works on any phone. Your team manages payments, refunds and payment plans from AR Workflow in the browser.

How much does AR Workflow cost?

Plans are $295, $395 and $495 per month, plus standard processing fees on payments. See pricing. There's no free trial. We'll set it up with you on a demo.