PayTime documentation

Everything PayTime does, in one place.

PayTime connects to QuickBooks Online or Xero, finds overdue invoices, sends polite-but-firm reminders, stops when invoices are paid, and starts billing only after PayTime helps recover the first actively chased invoice.

Open PayTime Contact support
No charge todayAdd a card to activate automation, but billing does not start immediately.
First-recovery billingBilling starts only after PayTime sends at least one reminder and that invoice is later marked paid.
Cancel anytimeBilling is managed through Stripe, with standard receipts and payment-method management.

01 · Quick start

From account to overdue invoice queue

  1. Sign in with email. Enter your work email and use the 6-digit login code PayTime sends you.
  2. Connect accounting. Use QuickBooks Online or Xero from the dashboard/settings connection area.
  3. Sync invoices. PayTime imports open and overdue invoices, customer names, customer emails, due dates, amounts, balances, and provider IDs.
  4. Review the queue. Missing emails, paused invoices, paid invoices, and active chases are surfaced separately.
  5. Add a card. Stripe saves the payment method. PayTime does not charge today.
  6. Let the chase run. PayTime sends the default reminder sequence for eligible overdue invoices and stops after payment.

02 · Account & login

Email-code authentication

PayTime uses secure email-code login instead of passwords. A user requests a code, enters it in PayTime, and receives a signed session. Signing out of PayTime does not disconnect QuickBooks or Xero.

Important behavior

  • Login and signup both use the same email-code verification model.
  • Public login/signup pages do not show the QuickBooks connect widget.
  • Marketplace flows can sign the user into the correct PayTime context after Intuit identifies them.
  • Protected app pages redirect to login when no valid session exists.

03 · QuickBooks Online

Connect, sync, launch, and disconnect

In-app connect

The approved Connect to QuickBooks button starts OAuth with accounting and OpenID scopes. After authorization, PayTime stores encrypted tokens, syncs invoices, and returns the user to the app.

Marketplace flows

Get App Now, Launch, and Disconnect are handled through production QuickBooks URLs. Launch signs known users into PayTime. Disconnect returns them to PayTime with Connect visible.

Widget compliance

If tokens are valid, PayTime hides Connect and shows Disconnect. If tokens are missing, revoked, or cannot refresh, PayTime shows Connect and hides Disconnect.

Production endpoints Connect/Reconnect: https://app.paytime.today/api/qbo/signin Launch: https://app.paytime.today/api/qbo/launch Disconnect: https://app.paytime.today/api/qbo/disconnect Redirect URI: https://app.paytime.today/api/qbo/callback

04 · Xero

Secondary accounting provider

Xero follows the same product contract as QuickBooks: connect with OAuth, choose the tenant, sync invoices, track overdue status, send reminders, and detect paid invoices after they clear in Xero.

Tenant selection

When a Xero account exposes multiple organizations, PayTime asks the user which tenant to connect before syncing invoices.

05 · Dashboard

The morning briefing for unpaid invoices

Overdue totalShows how much money PayTime is currently chasing.
Today's actionsHighlights the most important invoices, missing email issues, pauses, and payment events.
Automation healthShows next reminder timing, sync state, quiet mode, and provider connection status.
Sync controlsManual sync can import fresh invoice and payment state from QuickBooks/Xero.

06 · Invoice queue

Every invoice PayTime can act on

The invoice queue is the operational list of customer invoices. It groups invoices by action state so the owner knows what PayTime is chasing and what needs human attention.

AllNeeds emailWaiting for replyPayment promisedNo customer emailPausedPaid

Drawer

Open an invoice to see customer details, due date, amount, provider source, reminder history, sequence state, and provider link.

Pause

Pause an invoice when the customer promised payment, there is a dispute, or the owner wants to stop automation.

Manual send

Send a one-off reminder for a selected overdue invoice. If there are no overdue invoices, the send action stays disabled.

07 · Reminder engine

Polite escalation, logged automatically

Step 1Friendly

A light check-in after an invoice becomes overdue.

Step 2Firm

A clearer payment request once the invoice remains unpaid.

Step 3Urgent

A higher-priority reminder when payment is meaningfully late.

Step 4Final

A final notice before the owner decides what to do next.

Skip conditions

  • Invoice is not overdue.
  • Customer email is missing.
  • Invoice is paused.
  • Sequence run is completed.
  • Step is disabled.
  • Step was already sent.
  • Provider sync shows the invoice is paid.
  • Reminder delivery is not live.

08 · First-recovery billing

When PayTime starts charging

PayTime starts paid billing only when a qualifying invoice is recovered. A qualifying recovery means the invoice was overdue, imported into PayTime, actively chased with at least one PayTime reminder, and later marked fully paid in the accounting provider.

Pricing

$99 USD/month

Annual is optional at $948 USD/year. Users can cancel anytime. Adding a card does not create an immediate charge.

09 · Settings

Operational controls

Business identity

Business name, reply-to email, and tax/VAT details used in reminder emails and invoices.

Integrations

QuickBooks/Xero connection status, sync button, disconnect controls, and reconnect actions.

Billing

Card state, member since, recovered-to-date amount, plan status, usage, and Stripe-managed billing.

Email sending

Reminder sender, reply-to behavior, and delivery status shown in a human-readable way.

10 · Security & privacy

How PayTime protects the workflow

  • OAuth tokens are encrypted at rest.
  • QuickBooks and Xero use OAuth authorization.
  • Stripe stores payment methods; PayTime does not store raw card data.
  • Login uses signed, secure email-code verification.
  • Protected pages require an authenticated session.
  • Production reminder automation requires explicit live delivery mode.
  • Disconnecting accounting access stops future provider sync calls.
  • Reminder emails use the user's business name and reply-to address.

11 · Troubleshooting

Common states and what they mean

“No overdue invoices”

The connected accounting company has no overdue invoices yet, or sync has not imported them. Create or update an overdue invoice in QuickBooks/Xero, then run Sync.

“Connect QuickBooks” still appears

PayTime does not see valid QuickBooks tokens for this user/company. Reconnect from Settings or complete the App Center connection flow again.

Reminder cannot send

The invoice may have no customer email, may be paid, may be paused, or may not be overdue. PayTime only sends when the invoice is eligible.

No charge after adding card

This is expected. The card activates automation, but billing starts only after the first actively chased invoice is recovered.

New QuickBooks company prompt

If Intuit asks you to create a company, the signed-in Intuit account does not yet have a production QuickBooks company available for PayTime.

Paid invoice still appears

Run sync. PayTime needs provider confirmation that the invoice is fully paid before stopping or marking it recovered.