Invoicing, all the way to paid
Because Optivation tracks every billable hour against the right client and job, it can build your invoice for you. Review the time entries, approve, and send — then let the client settle it by card.
Billing without the friction.
Invoices come from a 3-step wizard. Pick the template, select the time entries to include, review the totals, and generate a PDF. Optivation does the math.
- Auto-pulls all unbilled time entries for a client and date range.
- Group entries by job — include or exclude specific items.
- Customizable Word templates with live data tags.
- Choose payment terms: 7, 14, 21, 30, 45, or 60 days.
- Export as PDF or DOCX, then take card payment or mark it paid yourself.
Three steps from timer to invoice.
The invoice wizard pulls your tracked time and fills in the details.
Template & Client
Choose your Word invoice template, select the client, and set the billing period.
Select Time Entries
Review unbilled entries grouped by job. Check or uncheck individual items.
Invoice Details
Set payment terms, review the auto-generated invoice number, add notes, and generate.
Smart invoice numbering.
Configure your invoice number format once in Invoice Settings, and every invoice is auto-numbered correctly. Includes date tokens, client codes, auto-incrementing counters, and configurable reset periods.
- 9 built-in patterns to choose from
- Custom prefix, separator, padding
- Reset counter monthly or yearly
- Override the number manually per invoice
Basic
INV-0001
Date-Based
INV-2026-02-0001
Client-Based
INV-ACME-0001
Client + Date
INV-ACME-2026-02-0001
Year Only
INV-2026-0001
Compact
INV260001
Then get paid, without leaving the invoice.
Connect the Stripe account you already trade under, switch on client payments, and every invoice you publish to a client portal carries a Pay button.
Connect your own Stripe
You sign in to Stripe and choose the account you already use. Optivation does not open a new one and never sees your Stripe login.
Clients pay from their portal
A sent invoice shows Pay beside the amount. The client settles by card on the Stripe checkout page.
The invoice updates itself
Once the payment clears, the status flips to paid and whoever raised the invoice gets an email.
The money goes straight to you.
The charge is created on your own Stripe account. Funds land in your Stripe balance and pay out on the schedule you already have with Stripe. Clients pay through your Stripe account, and Optivation adds no fee of its own.
There is no platform balance in the middle, because there is no platform account in the path. Refunds and disputes stay with you as well, handled in your own Stripe dashboard the way they always were.
- Card payments, taken on Stripe checkout
- Paid out on your existing Stripe payout schedule
- One connection also powers paid bookings
- Online payment is on the paid plans. Free shows your own payment instructions
One invoice free every month. Unlimited on the Full Practice plan.
Set up your invoice template and number format in a few minutes.