Billing, time & payroll: questions contractors ask
Estimates, invoices and payments run through the same job record as the hours and materials. TrackOver syncs invoices to QuickBooks Online, takes card and bank payments through Stripe, and exports payroll-ready timesheets, but it does not run payroll or file payroll taxes itself.
Billing, time & payroll
Does TrackOver work with QuickBooks?
Yes, with QuickBooks Online. Connect your QuickBooks company under Integrations, then send your sent and paid invoices into it with one click; each invoice goes over only once. You can also pull your QuickBooks customers and products into TrackOver when you start, and export invoices as a QuickBooks Online import file.
Estimates and invoices →Can customers pay invoices online by card or bank transfer?
Yes, on Pro and up. Every invoice gets a pay link, and customers pay by card or bank transfer through Stripe with no account to create. Stripe usually deposits the money in about two business days; the very first payout takes about 7 to 14 days while Stripe verifies your account.
Getting paid online →Are there fees on card payments?
Yes. Card and bank payments made online carry a processing fee, and the exact fee is shown at checkout before anyone pays. It depends on the payment method, so a card payment and a bank transfer are not charged the same. Cash and check payments you record yourself carry no fee.
Plans and what they include →Can I require a deposit before the job starts?
Yes. Set a deposit on the estimate as a percentage or a fixed amount, and the customer pays it by card when they accept the estimate online. If you would rather bill it, send an invoice for the deposit amount. The deposit is credited on the final invoice.
Estimates and deposits →Is there a customer portal?
Yes. Each customer gets a private link, with no password, to their estimates, invoices, photos and messages with your office, and they can save a card there. If a link reaches the wrong person, the office can turn it off and send a new one.
Customers and sales →Does it handle progress billing and retainage?
Yes. You can bill a percentage of the signed contract as the job moves, following the payment schedule from the proposal, and TrackOver shows how much of the contract is already billed. Retainage held back on invoices is tracked in one place: who is holding it, how much, and for how long.
What is retainage? →Does TrackOver track crew hours?
Yes, on Premium and up. Crews clock in from the phone against the job they are working, take breaks with one tap, and clock out with a short check. Overtime is applied automatically. The office can fix a missed punch, and every edit is logged.
Crew time tracking →Does TrackOver run payroll?
No. TrackOver does not pay your people or file payroll taxes. It produces the numbers payroll needs: timesheets by pay period, with regular and overtime hours and gross pay, exported as a spreadsheet for whoever runs your payroll. Pay periods are set per company, so the export lines up with your pay schedule.
Payroll-ready timesheets →Does it produce certified payroll reports?
Not as a finished form. TrackOver records hours by person, by job and by day, with pay rates, which is the raw material certified payroll is built from, and exports it as a spreadsheet. The weekly transmittal itself is prepared in your payroll or accounting system.
What is certified payroll? →Can I text customers from TrackOver?
Yes. Texts go out from a company number, not someone's personal phone, and customer replies land on the Texts page with the whole thread kept on the record. The number runs on Twilio: connect your own account, or have our team set up the account and number for you.
Customer texting →Still have a question? Ask us, or start free with no card.