# BillingMart Help Center

> Guides for BillingMart on the web, iPhone and Android: invoices, payments, clients, plans and your account.

Source: https://support.billingmart.com/

## [Getting started](https://support.billingmart.com/getting-started.md)

Create your workspace, set up your business and send your first invoice.

- [Create your workspace](https://support.billingmart.com/getting-started/create-your-workspace.md): Sign up with email or Google, name your business, and BillingMart sets up your workspace, a test merchant account and a short checklist.
- [Set up your business details](https://support.billingmart.com/getting-started/set-up-your-business.md): Where your business name, address, tax ID, invoice numbering, payment terms and business type live, and what you need before your first send.
- [Send your first invoice](https://support.billingmart.com/getting-started/send-your-first-invoice.md): Send a sample invoice to yourself in one tap, then send a real one to a client. What you need, what counts as a send, and what to do if it is refused.
- [Your trial and the free plan](https://support.billingmart.com/getting-started/trial-and-free-plan.md): A new workspace starts with a trial of the full product. What the banner shows, what happens when it ends, and what stays yours on the free plan.
- [Invite your team and set roles](https://support.billingmart.com/getting-started/invite-your-team.md): How to invite someone to your workspace, what each role can do, and how to change a role, limit access to one business, or remove them.
- [What BillingMart does](https://support.billingmart.com/getting-started/what-is-billingmart.md): A short tour of BillingMart for small businesses: invoices, payments, clients, time and expenses, the Agent and the phone apps, with links to the help for each.

## [Invoices & estimates](https://support.billingmart.com/invoices.md)

Create, send, edit and track invoices and estimates, including recurring invoices.

- [Create an invoice](https://support.billingmart.com/invoices/create-an-invoice.md): Start a draft, add your customer and line items, and see how BillingMart works out the totals before you send.
- [Custom fields on invoices and estimates](https://support.billingmart.com/invoices/custom-fields.md): Add your own details, such as a job address or a policy number, to invoices and estimates, and learn which ones print and which block a send.
- [Send an invoice](https://support.billingmart.com/invoices/send-an-invoice.md): What Save and send does, who gets the email, what happens when the customer's email is not confirmed, and what counts as a send.
- [Change, void or delete an invoice](https://support.billingmart.com/invoices/change-void-or-delete-an-invoice.md): What you can edit on a draft and on a sent invoice, how to void one, why a paid invoice refuses, and what deleting means.
- [Credit notes and adjustments](https://support.billingmart.com/invoices/credit-notes.md): Lower what a customer owes with a credit note, close a balance you will not collect with a write-off, and see how each shows on the invoice.
- [Create, send and convert an estimate](https://support.billingmart.com/invoices/estimates.md): Write an estimate, send it for your customer to accept or decline in their portal, and turn an accepted one into a draft invoice.
- [Recurring invoices](https://support.billingmart.com/invoices/recurring-invoices.md): Set up a schedule that creates and sends the same invoice on a repeating date, and learn what repeats unchanged and what happens at your sending limit.
- [Installment plans](https://support.billingmart.com/invoices/installment-plans.md): Split one total across a set number of invoices that go out on a schedule, and see how the shares are worked out and what your plan must include.
- [Payment reminders](https://support.billingmart.com/invoices/payment-reminders.md): How automatic reminders before, on and after the due date work, how to change the cadence, send one by hand or pause one invoice, and what stops them.
- [What counts as a send](https://support.billingmart.com/invoices/what-counts-as-a-send.md): Which actions use up your monthly sends, which never do, and what still works when you reach your limit.
- [Invoice PDFs and languages](https://support.billingmart.com/invoices/pdf-and-languages.md): Get an invoice as a PDF, choose the language your customer sees, and learn which of the 13 languages are translated and which scripts the PDF cannot print yet.
- [Templates, logo and colours](https://support.billingmart.com/invoices/templates-and-branding.md): How invoice templates, the pay page theme, your logo and your colours work, where each one shows up, and why nothing goes live until a person publishes it.

## [Payments & payment links](https://support.billingmart.com/payments.md)

Take card and bank payments, share payment links, and handle refunds and disputes.

- [How your customers pay](https://support.billingmart.com/payments/how-customers-pay.md): What a customer sees on the pay page, how a part payment works, what they pay, and what happens when a card is declined or a link stops working.
- [Create and share a payment link](https://support.billingmart.com/payments/create-a-payment-link.md): Make a link or QR code that takes a payment without an invoice, choose its price and limit, share or email it, and change, disable or replace it.
- [See who viewed and paid a payment link](https://support.billingmart.com/payments/payment-link-activity.md): What a payment link's Activity window shows about emails sent and openings, what it leaves out, and where to find the payments made through the link.
- [Record a cash or check payment](https://support.billingmart.com/payments/record-an-offline-payment.md): How to record money you received outside BillingMart, such as cash, a check or a bank transfer, on the web or on your phone, and what happens to the invoice.
- [Refund or void a payment](https://support.billingmart.com/payments/refunds-and-voids.md): When to void and when to refund a card payment, who can do it, what you are asked to confirm, and what happens to the invoice and your customer.
- [Disputes and returned payments](https://support.billingmart.com/payments/disputes-and-returns.md): How to record a card dispute and its outcome, how a bounced check or a returned bank debit takes a payment off an invoice, and who can do it.
- [A payment was taken but not applied](https://support.billingmart.com/payments/payment-taken-not-applied.md): Why an approved payment may not count toward its invoice, why the invoice is held meanwhile, and how to return the money or apply it.
- [Autopay and saved cards](https://support.billingmart.com/payments/autopay-and-saved-cards.md): How a customer saves a card, pays with it, turns on autopay for a recurring invoice and removes the card, what the consent says, and how the card fee applies.
- [Get your merchant account approved](https://support.billingmart.com/payments/merchant-account.md): How to apply for your BillingMart Merchant Account, what you need, what the statuses mean, and how it goes live once approved.
- [Settlement and daily reconciliation](https://support.billingmart.com/payments/settlement-and-reconciliation.md): How to read the Settlement report, how BillingMart checks every day what the gateway really did, and how to resolve a payment marked not confirmed.

## [Clients](https://support.billingmart.com/clients.md)

Add and organize clients, confirm their contact details and share their portal.

- [Add and manage clients](https://support.billingmart.com/clients/manage-clients.md): Add a client on the web or your phone, what a client record holds, how the duplicate warning works, and how to edit, archive, restore and merge.
- [Verified contacts and why a send is blocked](https://support.billingmart.com/clients/verified-contacts.md): What a verified email or phone means, the three ways a contact becomes verified, what an unverified contact can and cannot receive, and why a send is held back.
- [The customer portal](https://support.billingmart.com/clients/customer-portal.md): How your customers sign in without a password, what they can see and do in the portal, and what it never shows them.
- [Client statements](https://support.billingmart.com/clients/client-statements.md): Show one client's account for a month or a year, download it as a PDF, and email it to them, and why a statement is held back.
- [Import clients from a file](https://support.billingmart.com/clients/import-clients.md): Bring your client list in from a CSV file, how the columns are matched, what happens to duplicates and bad rows, and what to expect afterwards.
- [Work records in the customer portal](https://support.billingmart.com/clients/portal-jobs.md): What a client may see about a work record, the client view settings a new record starts with, and what is never shown.

## [Time, mileage & expenses](https://support.billingmart.com/time-and-expenses.md)

Track time, mileage and expenses, and bill them to your clients.

- [Track time with a timer](https://support.billingmart.com/time-and-expenses/timers-and-time-entries.md): Run a timer or log time by hand, see how a rate turns minutes into an amount, and learn who can edit an entry and when it locks.
- [Log mileage](https://support.billingmart.com/time-and-expenses/mileage.md): Record a trip with its distance, unit and rate, see how the amount is worked out, and bill it to a client. The apps do not track trips by GPS.
- [Record expenses and receipts](https://support.billingmart.com/time-and-expenses/expenses-and-receipts.md): Record what you spent for a client, attach a receipt, set a markup, and decide whether the cost is billed onto an invoice or kept as your own record.
- [Bill time, mileage and expenses](https://support.billingmart.com/time-and-expenses/bill-time-and-expenses.md): Turn unbilled time, mileage and expenses into lines on a draft invoice, bill each record once, and change a rate before you send.
- [Put bills, expenses and invoices under tax categories](https://support.billingmart.com/time-and-expenses/tax-categories.md): Let BillingMart suggest the tax category of each bill, expense and invoice, confirm it, and read totals by category at tax time.

## [Jobs](https://support.billingmart.com/jobs.md)

Plan and run jobs, bill deposits and progress, and close them out.

- [Jobs: what your workspace calls its work](https://support.billingmart.com/jobs/terminology.md): Where the words for your work come from, why Matter and Case can both appear, and how an owner or admin changes them for one business.
- [Jobs: record types](https://support.billingmart.com/jobs/record-types.md): What a record type holds, and how owners and admins create, duplicate, publish, order, archive and restore types without breaking older records.
- [Jobs: questions and conditional fields](https://support.billingmart.com/jobs/questions-and-conditional-fields.md): The answer types a record type can ask for, when an answer is required, who sees it, and how to show a question only when another answer matches.
- [Jobs: pin record types to the menu](https://support.billingmart.com/jobs/pins.md): Pin up to five entries so your most used record types sit in the menu and lead the New menu, and see why a sixth pin is refused.
- [Jobs: change your business type](https://support.billingmart.com/jobs/change-your-business-type.md): What changing a business type adds to your work setup, what it replaces on the invoicing side, what it never removes, and why trying again is safe.
- [Jobs: who can do what](https://support.billingmart.com/jobs/permissions.md): What owners, admins, staff and viewers can do with work records, record types and work settings, how a limit to one business applies, and the API scopes.
- [Jobs: deposits, progress billing and retainage](https://support.billingmart.com/jobs/deposits-progress-and-retainage.md): Bill one job in stages with a deposit, progress invoices that withhold retainage, and a single release at the end, and see what the job refuses.
- [Jobs: change orders, endorsements and other changes](https://support.billingmart.com/jobs/adjustments.md): The kinds of change a record type offers, how a change is drafted and issued with its own number, and how issuing counts a send.
- [Jobs: sub-jobs](https://support.billingmart.com/jobs/sub-jobs.md): Put a work record under another, see the tree on the client's page, move a branch, and know what happens when a parent is cancelled or discarded.
- [Bill from a work record](https://support.billingmart.com/jobs/billing-from-a-record.md): Link invoices and bills to a work record, set its contract total, split a bill across records, and what the record's figures show.
- [Record vendor bills](https://support.billingmart.com/jobs/vendor-bills.md): Keep a list of vendors, enter the bills you owe them, open each one to track what is due, and record payments you made elsewhere.
- [Create a work record](https://support.billingmart.com/jobs/create-a-record.md): Choose a record type, fill in the title, client and details, and create the record as a draft or create and activate it in one step.
- [Drafts of work records](https://support.billingmart.com/jobs/drafts.md): A new record saves itself as a draft while you type. Resume it later, handle an edit conflict, change its type, or discard it.
- [Documents on a work record](https://support.billingmart.com/jobs/documents.md): Add several files to a record at once, see the result for each file, choose what the client can see, and meet the type's required documents.
- [Stages and the board](https://support.billingmart.com/jobs/stages-and-the-board.md): Move work records through their stages on the record or the board, complete, reopen or cancel them, and set the next action and assignee.
- [Email or text a client from a work record](https://support.billingmart.com/jobs/messages-from-a-record.md): How the Messages tab of a work record lists every email and text about it, what a message can carry, and how a text conversation is linked to the record.
- [Share a work record with a client](https://support.billingmart.com/jobs/share-a-job-with-a-client.md): Choose what a new work record shares with its client, what the client's page shows, and how a record's share link expires and stops working.
- [Edit or delete a work record](https://support.billingmart.com/jobs/edit-or-delete-a-record.md): Change a work record's name, client, values and answers, and delete a record made by mistake with its unpaid invoices, open bills and draft estimates.

## [Agent & MCP](https://support.billingmart.com/agent.md)

Use the built-in Agent and approve what it proposes before anything is sent or paid.

- [The Agent: Ask, Plan, Audit and Auto](https://support.billingmart.com/agent/agent-modes.md): What the built-in Agent is, the four modes that decide what waits for you, how to switch between them, and what Auto needs before it will run.
- [Approve or reject what the Agent proposes](https://support.billingmart.com/agent/approve-agent-requests.md): Where the Agent's requests wait, what the approval card shows, what it asks you to confirm, how long a request lasts, and how to approve or reject it.
- [What always needs a person](https://support.billingmart.com/agent/what-always-needs-a-person.md): The requests no Agent or assistant can run by itself, the extra kinds the built-in Agent can run in Auto, and what still sends a request to you.
- [AI credits](https://support.billingmart.com/agent/ai-credits.md): What AI credits are, what spends them, where to see your balance, what happens when they run out, and why a failed AI request can still use some.
- [Work records with the Agent and connected assistants](https://support.billingmart.com/agent/work-records-with-the-agent.md): What the built-in Agent and a connected assistant can do with your work records and record types, and what always waits for a person.
- [Set up your work records with BillingMart AI](https://support.billingmart.com/agent/customize-your-workspace-with-billingmart-ai.md): Describe your business and get a proposed setup of words, record types, questions, stages and documents. Review it, then apply it or edit it by hand.

## [Connections: AI assistants and API](https://support.billingmart.com/connections.md)

Connect an AI assistant, create API keys, use the REST API and receive webhooks.

- [Connect BillingMart to Claude](https://support.billingmart.com/connections/connect-billingmart-to-claude.md): Add BillingMart from Claude's connector directory, sign in, and keep every send and charge behind your approval.
- [Connect Claude, ChatGPT or Gemini](https://support.billingmart.com/connections/connect-an-assistant.md): Add BillingMart to an AI assistant, sign in, choose what it may see and do, and know what to check on the consent screen before you allow it.
- [Modes and rules for connected assistants](https://support.billingmart.com/connections/modes-and-rules-for-connections.md): What Ask, Plan and Auto mean for a connected assistant, who can change them, what the owner's capped rules can cover, and what always needs a person.
- [API keys and the REST API](https://support.billingmart.com/connections/api-keys.md): Create an API key for your own software, choose what it may do, understand test and live keys, and handle retries and rate limits when you call the REST API.
- [Webhooks](https://support.billingmart.com/connections/webhooks.md): Register an endpoint, see which events BillingMart sends today, verify the signature, and understand retries, rotation, and what switches an endpoint off.

## [Phone apps](https://support.billingmart.com/phone-apps.md)

BillingMart on iPhone and Android: sign in, subscriptions, restoring purchases and cancelling.

- [Sign in on your phone](https://support.billingmart.com/phone-apps/sign-in-on-your-phone.md): The ways to sign in on the iPhone and Android apps, what happens when you have a second sign-in step, and how to stay signed in.
- [Time and mileage on your phone](https://support.billingmart.com/phone-apps/time-and-mileage-on-your-phone.md): Start and stop a timer, add time or mileage by hand, and see what the phone records. The apps do not record trips by GPS.
- [Approve requests on your phone](https://support.billingmart.com/phone-apps/approve-on-your-phone.md): How an Agent or assistant request reaches your phone, what the app shows, what it asks you to confirm, and which links open the app.
- [Notifications on your phone](https://support.billingmart.com/phone-apps/notifications-on-your-phone.md): What the apps notify you about, how to choose where you hear about it, and what to check when alerts do not arrive.

## [Plans & billing](https://support.billingmart.com/plans-and-billing.md)

Your plan, what it includes, AI credits, receipts, upgrades and cancellation.


## [Partner program](https://support.billingmart.com/partner-program.md)

Apply as a partner, share your referral link, and see statements and payouts.

- [How the partner program works](https://support.billingmart.com/partner-program/how-the-partner-program-works.md): The steps from applying to being paid, what earns commission, what the partner portal shows, and which parts do not work yet.
- [Your referral link and who gets credit](https://support.billingmart.com/partner-program/referral-links.md): Which partner links work today, how a workspace gets attributed to you, why one may not be, and how Add a referral and the referral API behave.
- [Statements and payouts](https://support.billingmart.com/partner-program/statements-and-payouts.md): How monthly statements and commission lines work, when a line becomes payable, how a payout is issued by hand today, and what the portal does not show.

## [Account & security](https://support.billingmart.com/account-and-security.md)

Sign-in, two-step verification, team members, roles and your profile.

- [Turn on two-step verification](https://support.billingmart.com/account-and-security/two-step-verification.md): Add an authenticator app as a second sign-in step on the web, iPhone or Android, and learn when BillingMart asks for the code.
- [Sign-in sessions and devices](https://support.billingmart.com/account-and-security/sessions-and-devices.md): Stay signed in for 30 days on a device you choose, see and forget remembered devices, sign out of every device, and choose how long Confirm it's you waits.
- [Change your email or password](https://support.billingmart.com/account-and-security/change-email-or-password.md): How to reset a forgotten or old password, why a Google account has no BillingMart password, and what to do today to change the email you sign in with.
- [Roles and permissions](https://support.billingmart.com/account-and-security/roles-and-permissions.md): What owners, admins, staff and viewers can open and change, how limits to one business work, and how the Activity log shows who did what.

## [Privacy & data](https://support.billingmart.com/privacy-and-data.md)

Export your data, delete your account, and make a privacy request.


## [Troubleshooting](https://support.billingmart.com/troubleshooting.md)

Fixes for common problems with sign-in, sending, payments and the phone apps.

- [My customer did not get the email](https://support.billingmart.com/troubleshooting/customer-did-not-get-the-email.md): Why an invoice or reminder email may not reach a customer, what to check first, and how to get the pay link to them another way.
- [A payment failed or was declined](https://support.billingmart.com/troubleshooting/payment-declined.md): What a customer sees when a card payment fails, what Declined, Failed and Not confirmed mean on your side, and what to do for each.
- [An Agent request did not run](https://support.billingmart.com/troubleshooting/agent-request-did-not-run.md): Why a request from the Agent or a connected assistant is still waiting, expired, was refused or never started, and what to check for each.
- [I cannot sign in](https://support.billingmart.com/troubleshooting/cannot-sign-in.md): What to check when sign-in fails on the web, iPhone or Android, from a wrong password to a second-step code, an unverified email or an invitation.
- [A file did not attach to a work record](https://support.billingmart.com/troubleshooting/upload-did-not-attach.md): What each upload state means, why a file shows Not attached, the size and type limits, and how to try again.

## [Contact us](https://support.billingmart.com/contact.md)

How to reach the BillingMart team and what to include so we can help quickly.

- [Contact support](https://support.billingmart.com/contact/contact-support.md): How to reach BillingMart support and what to put in your message so we can help faster.