Skip to content
// INVOICING & ACCOUNTING

Invoiced, collected, and on the books.

Invoicing and AR software for manufacturers. Invoices come straight from the order, dealers pay by card or ACH, and reminders chase what's late. Keep QuickBooks and let Painless push to it. Full accounting, a complete QuickBooks replacement, is coming in late 2026.

Start a Conversation Follow an order to paid

INVOICING & AR IN BOTH PLANS · LEDGER & AP IN EVERYTHING

DW
Finance

Invoices

Export Record payment
Outstanding
$84.2K
Overdue
$6.1K
Invoiced · 30d
$212K
+8.4% vs prev 30d
Open Invoices
38

All customers · As of Oct 7, 2026

Invoice Customer Balance
3120 Coastal Blinds $3,377.40
3119 Summit Awnings $2,655.00
3117 Harbor Blinds $7,660.00
3112 Bayside Blinds $4,210.00
3104 Acme Blinds $1,380.50
3101 Summit Awnings $2,040.00
001 // FOLLOW THE MONEY

One order, quote to paid. Watch the books move.

Step an order from deposit to paid and see the entry each event posts, the balances it moves, and the order's P&L as it builds. Illustrative data only.

Sales Order
1847
Dealer
Coastal Blinds
Grand Total
$6,754.80
50% Prepay, Net 15

Sep 16, 2026 The dealer pays the 50% deposit. It's held in Customer Deposits, a liability, not booked as revenue.

Journal Entry

JE-2231
Type
Payment received
Date
Sep 16, 2026
Source Document
Payment
Status
Posted
Account Amount
1000 Cash $3,377.40Dr
2150 Customer Deposits $3,377.40Cr
Totals Dr $3,377.40
Cr $3,377.40

Order P&L

Built from this order's entries as they post.

Revenue · Sales and shipping At invoice
Cost of goods sold At shipment
Material at standard As stations consume
Labor absorbed At work order completion
Overhead absorbed At work order completion
Gross profit After invoice

Labor and overhead are absorbed at your station rates. Applied Labor and Applied Overhead offset payroll and overhead expense when those post.

Ledger for SO 1847

Balances from this order's entries. Highlighted rows moved in this step.

Account Balance
Balance sheet
1000 Cash $3,377.40Dr
1100 Accounts Receivable
1200 Inventory Asset
1210 Work in Process
2150 Customer Deposits $3,377.40Cr
2200 Sales Tax Payable
Income statement
4000 Sales Revenue
4100 Shipping Revenue
5000 Cost of Goods Sold
5300 Applied Labor
5350 Applied Overhead
Totals Dr $3,377.40 Cr $3,377.40
002 // INVOICING & PAYMENTS · BOTH PLANS

The invoice comes from the order. The payment comes from the invoice.

Invoicing software for manufacturers who sell through dealers. Prices, freight, deposits, and tax are already on the order, so nobody re-keys them into a second system.

  • Generated from the order: every unit, freight and fees, tax, and the deposit already paid.
  • Emailed in the background, with sent or failed status right on the invoice.
  • One-off fees, credit adjustments, write-offs, voids, and due-date changes when real life happens.
  • Deposits from payment terms like 50/NET 15: 50% prepay, balance due in 15 days.
  • Card and ACH through Stripe, with saved payment methods. Dealers can pay several invoices at once.
  • Cash, check, and wire recorded too. Refunds, and overpayments that become dealer credit.
  • Credit notes for returns and adjustments, applied against future invoices.
DW
Invoice

3120

Dealer

Coastal Blinds

  • Invoices
  • 3120
inv_01k9w8f3q2m7tb

Summary

Description Amount
Retractable Awning $2,180.00
Retractable Awning $1,980.00
Retractable Awning $1,880.00
Subtotal $6,040.00
Delivery $200.00
Total excluding tax $6,240.00
Tax $514.80
Total $6,754.80
Amount Paid $3,377.40
Amount Remaining $3,377.40

Payments

Paid On Payment Method Amount Status
Sep 16, 2026, 11:31 AM Visa •••• 4242 $3,377.40
Succeeded

Details

Number
3120
Status
Partially Paid
Issued
Oct 06, 2026
Due
Oct 21, 2026
Dealer
Coastal Blinds
Sales Order
1847
Email
Sent
Make a Payment Download PDF

Activity

  1. Sent
    Oct 06, 2026 · ap@coastalblinds.example
  2. Issued
    Oct 06, 2026
  3. Payment received
    Sep 16, 2026 · $3,377.40

Card and ACH, into your Stripe

Payments settle to your own Stripe account, and dealers can pay several invoices in one payment. ACH is tracked through clearing and returns.

Pay by link, no login

Send a pay link with the invoice. Whoever pays the bills at the dealer can pay online without a portal account.

Sales tax through Stripe Tax

Tax calculated on each order and locked at invoice, a sales tax ledger, and dealer exemption certificates with states and expiry dates.
003 // AR & COLLECTIONS · BOTH PLANS

Know who owes what without building a report.

AR aging by dealer is always current, statements go out in one batch, and reminders do the polite chasing for you.

DW
Finance

Customer balances

Send statements

Current invoice balances by dealer · aged against October 7, 2026

Total AR
$40.8K
Current
$36.8K
Overdue
$4.1K
Dealers
5
DSO · 90d
31.4d
-2.6d vs prev 90d
Collection rate · 90d
92.8%
+1.9 pts vs prev 90d
Dealer Current 1-30 Days 61-90 Days Total
Total $36,782.40 $3,420.50 $640.00 $40,842.90
Acme Blinds $3,115.00 $1,380.50 $640.00 $5,135.50
Bayside Blinds $4,210.00 $4,210.00
Coastal Blinds $3,377.40 $3,377.40
Harbor Blinds $7,660.00 $7,660.00
Summit Awnings $18,420.00 $2,040.00 $20,460.00
  • AR aging by dealer, always current.
  • Dealer statements as PDFs. Send one, or send them all at month end.
  • Automatic reminders before the due date, once it's overdue, and while a deposit is outstanding.
  • Every reminder carries a link to pay online.
  • Dealers see their invoices, payments, and charges in the portal, and pay there too.
  • Admins can ask the Account Assistant AR questions in plain English, read-only.
004 // GENERAL LEDGER · EVERYTHING PLAN

A real general ledger, fed by the operation.

Invoices, payments, receipts, bills, shipments, and inventory post their own journal entries. Your bookkeeper reviews and closes instead of re-typing.

Full accounting is coming in late 2026. FULL LAUNCH LATE 2026

Painless as a complete replacement for QuickBooks is expected to launch in late 2026. Parts of it are in Painless today. Until then, keep QuickBooks Online and let Painless push to it.

Chart of accounts

Start from a recommended chart for manufacturers, or import yours. Edit anything.

Journals and schedules

Manual and recurring journal entries, plus prepaid expense and fixed asset schedules.

Month close

A review for each month, the evidence saved when it closes, and retained earnings that roll forward on their own at year end.

Banking

Import statements as CSV, OFX, QFX, or QBO. Match transactions and reconcile each account.
DW
Finance

Close books

Export FY 2026
All months

September 2026

Sep 01, 2026 – Sep 30, 2026

Open
History & downloads

Reviewing leaves the month open. Closing saves the reviewed reports and prevents new postings dated in this month.

Transactions

Update review

Confirm all activity through month end is recorded. Explain missing documents, cutoff decisions and any exclusions.

Manually reviewed

Activity through Sep 30 recorded; two cutoff notes on file.

Journal entries · 0 pendingFind source transactions

Reconciliation

Update review

Reference dated bank, customer, vendor and inventory workpapers. Explain differences and timing items; identify balances that do not apply.

Manually reviewed

Operating checking reconciled to the Sep 30 statement.

Bank reconciliationsCustomer & vendor balances

Adjustments

Add review

Review depreciation, prepaids, payroll and accruals through month end. Reference the schedules or explain why no adjustments apply.

Supporting review needed

Assets & prepaids

Reports

Posted books through Sep 30, 2026. Supporting reviews establish independent balances and cutoff.

Opening, movement and closing trial balances agree

Trial balance Profit & loss Balance sheet

Reports: income statement, balance sheet, cash flow, and GL detail, exported as PDF or CSV for your accountant.

005 // BILLS & AP · EVERYTHING PLAN

Payables with the controls a controller would design.

Vendor bills get captured once, matched to what you ordered and received, approved by the right person, and paid in a batch you can defend.

Quick capture

Attach the vendor's invoice, code it, save. Likely duplicates are flagged before they become two payments.

3-way match

Bills are checked against the purchase order and the goods receipt. Variances hold the bill until someone approves them.
See purchasing

Approvals

Only admins approve bills, and the person who entered a bill can't approve it at or above your threshold.

Pay runs

Pick the bills to pay from your bank, prepare the run, release it. Every bill is re-checked for holds at release, and one payment is recorded per vendor.

Vendor credits and AP aging

Record vendor credits and apply them to bills. AP aging by vendor, and a 1099 report at year end.

Expenses

Expenses with the receipt attached, coded to the right account.
006 // QUICKBOOKS ONLINE

Keep QuickBooks today. Replace it in late 2026.

Manufacturing accounting software doesn't have to mean ripping out QuickBooks. Pick the setup that fits you and your accountant.

OPTION A

Keep QuickBooks Online

Painless runs the operation and pushes the accounting to QuickBooks, automatically or when you say so. One direction, no double entry.

  • Billing mode, both plans: invoices and payments.
  • Full mode, Everything plan: adds bills, inventory, and journal entries.
  • Import your QuickBooks chart of accounts, with suggested account numbers.
  • Dealers matched to QuickBooks customers; items mapped once.
  • Invoices with sales tax or a deposit are entered in QuickBooks by hand for now.
OPTION B

Run the built-in ledger FULL LAUNCH LATE 2026

On the Everything plan, parts of the general ledger, AP, banking, and financial reports already live in the same system as your orders. The full replacement for QuickBooks is expected in late 2026.

  • General ledger with a recommended manufacturer chart.
  • Bills, pay runs, vendor credits, and expenses.
  • Bank statement import and reconciliation.
  • Month close with saved evidence, and reports your accountant can use.
007 // FOR THE CONTROLLER

Built for the person who closes the month.

You don't want another system to reconcile. You want the one where the numbers start. In Painless, every entry traces back to the order, shipment, receipt, or bill that created it, and the people who move money can't sign off on their own work.

Accounting for finance teams

No double entry

Sales, receipts, and bills post from their source documents. You review; you don't re-key.

Separation of duties

Bills need a second approver over your threshold. Manual entries you posted are voided by someone else.

A close with evidence

A checklist for transactions, reconciliations, and adjustments, saved with the period when it closes.

An audit trail

Invoices, bills, orders, and journal entries keep their history: who changed what, and when.

CONNECTED TO THE REST OF PAINLESS

Inventory & purchasing

Purchase orders and goods receipts are what bills match against. Inventory is valued at standard cost on the same ledger.
See inventory

Shipping & delivery

Freight and delivery charges land on the order before the invoice does, and shipping posts cost of goods sold.
See shipping

Dealer portal

Dealers see their invoices and charges, save a card or bank account, and pay several invoices at once.
See the dealer portal
008 // FAQ

Invoicing and accounting questions

Do we have to give up QuickBooks?

No. Keep QuickBooks Online and Painless pushes to it: invoices and payments on either plan, plus bills, inventory, and journal entries on the Everything plan. Invoices with sales tax or an applied deposit, and payments with a deposit or fee split, are entered in QuickBooks by hand for now. Or run the built-in general ledger and drop the second system.

Which plan includes accounting?

Invoicing, card and ACH payments, AR, statements, reminders, Stripe Tax, and QuickBooks sync for invoices and payments are in both plans. The general ledger, bills and AP, banking, financial reports, and the full QuickBooks sync are in the Everything plan.

How do card and ACH payments work?

Payments settle to your own Stripe account and pay out to your bank on your Stripe schedule. Dealers can pay several invoices in one payment, or several order deposits together by card. ACH is tracked through clearing and returns, and every payment, refund, and payout is visible in Painless next to the invoice it paid. Each online payment carries Stripe's standard processing fee plus a small Painless payment fee, taken automatically through Stripe at the rate in your agreement. Dealers pay nothing extra.

How are deposits handled?

Payment terms carry a prepay percentage and days due, like 50/NET 15. Approved orders wait in Prepayment until the deposit is in, reminders go out while it's outstanding, and the invoice credits what was already paid.

Can we connect our bank?

Import statements from your bank as CSV, OFX, QFX, or QBO files, then match transactions and reconcile the account in Painless.

How is sales tax handled?

Stripe Tax calculates tax on each order and the amount locks when the invoice is issued. Dealer exemption certificates are stored with their states and expiry dates. Registrations are managed through Stripe, and filing is handed off to Stripe.

// INVOICING & ACCOUNTING

Close the month from the same numbers.

Bring your controller. We'll walk through your invoices, deposits, and chart of accounts, and whether QuickBooks stays or goes.

Start a Conversation Compare Plans

No seat licenses · No long-term contracts · Keep QuickBooks