Estimates to Invoices Automation System

Built for service businesses that finished the work and are still waiting to get paid.

Stop Waiting.
Start Getting Paid.

A spreadsheet goes in. A branded PDF invoice comes out, with a working payment link on it and reminders that send themselves. Runs on your machine. No subscriptions. You own it permanently.

Start Getting Paid Faster See what it does
Self Hosted · Full Python Source Code · No Recurring Fees · Complete Documentation and Sample Data Included
The Real Cost

This Is What Slow Invoicing Is Costing You Right Now

Invoices sent days after the job
Every day the invoice sits unsent is a day the payment clock has not started.
No payment link on the invoice
Clients who have to figure out how to pay often do not pay on time. Friction kills cash flow.
Manual reminders you never send
Following up on unpaid invoices is uncomfortable. So it does not happen. And the payment does not either.
Evenings spent chasing payments
You did the work. You should not have to spend your nights asking to be paid for it.
Inconsistent invoice formats
Invoices that look different every time signal to clients that your process is informal. Informal processes get paid last.
Money sitting in unpaid estimates
Completed work that never became an invoice is revenue that exists on paper and nowhere else.
The System

Spreadsheet In. Invoice, Payment Link and Reminders Out.

You provide your estimate data. The system generates a branded PDF invoice, creates a working payment link, stores everything in a local database and sends reminders automatically. Everything runs on your machine. Nothing is sent to a third party server. You own the system and you own the source code.

  • Estimate to invoice automation with one simple command
  • Branded PDF invoices with your own layout and logo
  • A working payment link on every invoice. Stripe, PayPal, Square, your own payment page, or your own instructions for bank transfer
  • Apple Pay, Google Pay, Amazon Pay and Cash App Pay through Stripe, with no extra accounts to open
  • Automated email and text message reminders on your schedule
  • An estimate builder spreadsheet is included, so you do not need one already
  • Bookkeeping files with the tax already separated, ready for your accountant
  • Local database for all records and tracking
  • Full Python source code and complete documentation included
  • Thirty six of the built in tests exist only to check the money. The payment link asks for the invoice total including tax, never the subtotal, and never twice
  • Runs on Windows, macOS and Linux. No dashboards. No subscriptions.
Spreadsheet in, paid invoice out one command, about a second
YOUR ESTIMATES SERVICE QTY PRICE HVAC tune-up1120.00 Filter replacement225.00 Subtotal170.00 Tax 8.25%14.03 TOTAL 184.03 totals work themselves out INVOX builds the invoice adds the payment link schedules the reminders on your machine INVOICE INV-1 Due in 14 days HVAC tune-up $120.00 Filter replacement x2 $50.00 Tax 8.25% $14.03 TOTAL $184.03 PAY THIS INVOICE card · Apple Pay · Google Pay · PayPal Amazon Pay · Cash App Pay · bank transfer PAID day 11 day 14 paid reminders send themselves, then stop

You fill in the spreadsheet. Everything after that happens on your machine in about a second. When the payment lands, the invoice marks itself paid and the remaining reminders are canceled, so nobody is ever chased for money they have already sent.

The Evidence

What the Research Says About Getting Paid

Independent research on small business payment. Every source is linked in the footer.

59% carry invoices over 30 days late
Up from 47% a year ago. The average business waiting on invoices is owed $17,700.
Source
39% struggled to cover payroll
Because of one late payment. For 12% of them, that invoice was under $1,000.
Source
55% on net 30 carry overdue invoices
Against 26% of businesses that ask for payment on receipt. Payment terms are one line in your settings.
Source
27.9 days is the average wait
And late payers run 7.8 days past their due date on top of that.
Source
74% are still not automated
Manual processes were named the number one internal cause of payment delays.
Source
Ready for your bookkeeper
One command writes your invoices, payments and line items to spreadsheet files with the tax already separated.

Every figure on this page is sourced. We publish where each one comes from, who measured it and when.

Step by Step

From Estimate to Paid Invoice in Five Steps

You provide your estimate data. Five steps later, your client has an invoice with a payment link and your reminder schedule is already running.

No spreadsheet yet? One is included Excel, Google Sheets, Numbers
1. YOUR PRICES, ONCE HVAC tune-up$120 Filter replacement$25 Drain cleaning$150 Emergency call out$95 yellow cells are yours to type in gray cells work themselves out 2. PICK, AND IT FILLS IN HVAC tune-up HVAC tune-up Filter replacement Drain cleaning $120.00 filled in Total $184.03 tax included at your rate 3. IT WRITES THE FILE estimate_id,customer_name,items,tax_rate EST-1,Acme Co,HVAC tune-up|1|120; Filter replacement|2|25,8.25 the packed column you would otherwise have to type by hand Save As, choose CSV. Done. 1,520 formulas. You type the prices, it does the rest.

Quoting from a Word template or a PDF? The estimate builder is included. Type your prices once, pick a service, and it works out the line totals, the tax and the grand total, then writes the file this system reads. You never touch a comma.

1
Load your estimate data. Use the estimate builder spreadsheet that comes with it, or your own file. The system reads it with one command.
2
Generate a branded PDF invoice with due date, invoice number and your logo. No formatting required.
3
Create a payment link your customer can use. It is printed directly on the invoice, so they can pay in one click. This is where most payments accelerate.
4
Store every invoice in a local database for tracking, history and reporting. Your data stays on your machine.
5
Send email and text reminders on your schedule through any provider. They go out automatically, once each, and stop the moment the invoice is paid.
See It Working

See the Invoice Automation System in Action

This is the real command and the real output. One line, and you have an invoice, a payment link, your reminders scheduled and your bookkeeping files.

The whole thing, one command this is the real command and the real output
your machine $ python -m app.run_estimates --estimates jobs.csv \ --convert EST-1 --create-invoice --create-payment-link \ --persist --export-accounting Loaded 2 estimates Exported estimate PDF: out/EST-1.pdf Invoice PDF created: out/INV-1.pdf Payment link (stripe): https://checkout.stripe.com/c/pay/cs_test... Invoice persisted: INV-1 Invoiced total : $184.03 Tax total : $14.03 Line items : out/accounting_line_items.csv

One command. Two PDFs, a working payment link, three reminders scheduled and your bookkeeping files, all on your own machine. Nothing was sent anywhere and no account was needed to produce any of it.

No More Workarounds

What This Automation System Replaces

  • Manual invoice creation in word processors and spreadsheets that takes 20 minutes per client and still looks inconsistent.
  • Subscription invoicing software that charges you monthly, owns your data and raises the price the moment you depend on it.
  • Ad hoc reminder emails written one by one when you remember to send them, which is not often enough.
  • Invoices that have no payment link and force the client to figure out how to pay you.
  • Retyping the same numbers into your accounting software at the end of every month.
The Day After

The Same Job. The Week After You Set This Up.

Nothing about the work changes. What changes is everything that happens after you put your tools down.

This week
4:40pmJob finished. You tell them you will send the invoice tonight.
9:15pmYou open the laptop after dinner and start typing it out.
Day 9Still nothing. You decide to leave it another week rather than seem pushy.
Day 21You write the follow up message four times before you send it.
Day 34Paid. You never worked out how long you spent asking.
The week after
4:40pmJob finished. One command. The invoice is already gone.
4:41pmIt arrived branded, with a payment link on it, and the tax already worked out.
Day 3A reminder goes out on its own. You did not write it or remember it.
Day 4Paid by card on their phone. The remaining reminders cancel themselves.
EveningYou are not at the laptop. You never asked anyone for money.
You are not going to become a different person who enjoys chasing payment. You are going to stop being the one who has to. The invoice goes out while you are still packing the truck, and the reminders keep asking politely until somebody pays, then stop the moment they do.
Engineering Value

Built to Get You Paid Faster Every Single Day

  • Building a complete estimate to invoice automation system exceeds $5,000 in development costs and does not include documentation, testing or sample data.
  • You receive the complete system, source code, documentation, database, reminder engine, estimate builder and sample data in one purchase.
  • You pay once. You own it permanently. There is no version that gets locked behind a higher tier next year.
  • Full Python source code means you can read it, audit it, modify it and extend it for any invoicing or payment workflow you need.
Generate Your First Invoice
One number, everywhere invoice, payment and books always agree
THE INVOICE SAYS $184.03 $170.00 plus $14.03 tax THE CUSTOMER PAYS $184.03 the same total, tax included YOUR BOOKS RECORD $184.03 tax already split out for you You set the tax rate. It is never worked out twice, and never added twice.

Set one rate, or a different rate per customer. The same total appears on the invoice, on the payment page and in the export your bookkeeper opens, with the tax already separated.

One Time Pricing

Own It Once. Use It Forever.

No subscriptions. No recurring fees. One payment and the automation is yours permanently.

For Your Business
Single Use License
For small businesses, service teams and freelancers running the invoice automation for their own operations.
$149 one time
  • Full Python automation source code
  • Branded PDF invoices with your logo
  • A working payment link on every invoice
  • Automated email and text reminder system
  • Estimate builder spreadsheet included
  • Bookkeeping files ready for your accountant
  • The money is checked by 36 tests you can run yourself
  • Complete documentation and sample data
Start Getting Paid Faster $149
For Agencies and Teams
Commercial License
For agencies and automation teams running the invoice automation across multiple client operations. The system itself is not for resale.
$249 one time
  • Full Python automation source code
  • Branded PDF invoices with your logo
  • A working payment link on every invoice
  • Automated email and text reminder system
  • Estimate builder spreadsheet included
  • Bookkeeping files ready for your accountant
  • 111 automated tests you can run yourself
  • Deploy across multiple clients
Deploy for Clients $249
Common Questions

Frequently Asked Questions

Yes. An estimate builder spreadsheet is included. Type your prices in once, pick a service from a dropdown, and it works out the line totals, the tax and the grand total, then writes the file the system reads. It opens in Excel, Google Sheets, Numbers and LibreOffice.

If you quote from a Word template or an editable PDF today, this is the piece that gets you started.

Stripe, PayPal and Square are built in. Apple Pay, Google Pay, Amazon Pay and Cash App Pay all come through Stripe with no extra accounts to open.

If you already have a payment page from anyone else, including QuickBooks Payments, Wise or GoCardless, you can point the invoice at it. Anything else connects with a short piece of your own code.

Yes, and you should. Stripe, PayPal and Square all provide testing credentials that move no real money, and the system tells you which mode it is in every time it creates a link.

Reminders write to a file until you connect an account, so you can read exactly what your customers would receive before anything is sent.

You tell it the rate. It does the arithmetic and makes sure the same number appears on the invoice, on the payment link and in your books. It never decides what rate applies to a sale and it never looks one up, so that decision stays with you and your accountant.

Set one usual rate, and add a tax rate column to your file if you need to charge one customer a different rate from another. Enter zero for a customer who is exempt. The rate used is stored on each invoice, so changing your rate next year never rewrites invoices you have already sent.

Stripe can calculate tax itself as a paid extra. That is switched off in every request this system sends, deliberately rather than by default, so a customer can never be charged tax twice.

One command writes three spreadsheet files. Your invoices, your payments, and one row per line item, with the tax already separated on all of them.

What happens next depends on the software, so here is the honest version rather than a logo list.

QuickBooks Online takes a plain spreadsheet file and lets you match up the columns yourself as you import. Either file works.

Xero only accepts its own layout, which is one row per line item with particular column names. That is exactly what the line items file is, so use that one.

Wave does not import invoices from a file at all. That is a Wave limitation, not ours. You can still open the files in a spreadsheet and enter them, or hand them to whoever does your books.

Anything else, your accountant opens the file in a spreadsheet and works from it. That is what these files are really for.

No. You fill in a spreadsheet and run one line you copy and paste. Everything is prebuilt, and the documentation covers every step without assuming prior coding knowledge. Sample data ships with it, so your first run produces a real invoice before you have entered any of your own.

The invoice marks itself paid and its remaining reminders are canceled automatically. Nobody is chased for money they have already sent, which is the mistake that costs you the relationship.

Yes. The whole estimate to invoice workflow runs with no accounts at all. Point the invoice at your own page explaining how to pay you by bank transfer or cheque, and add a payment provider later, or never.

It stays on your computer. There is no account, no server of ours and nothing phoning home. Your customer list is one of the most valuable things you own and it is not something you should be renting back from a software company.

No. One payment. The full automation system, source code and documentation are yours permanently. The price does not increase. The access does not expire. Nothing is gated behind a higher plan next year.

Yes. The commercial license covers running the invoice automation across multiple clients or operations on their behalf. It does not permit reselling, redistributing or repackaging the system or its source code.

Every Day Without This,
You Are Waiting Longer to Get Paid

Faster invoices. A payment link on every one. Reminders that send themselves. Money in your account sooner.

One payment. Full source code. No subscriptions. Yours permanently.

Start Getting Paid Faster