CRM Invoicing Made Simple

CRM invoicing software combines customer relationship management with billing in a single platform. Instead of using one tool to manage your clients and a separate tool to create invoices, everything lives in one place — meaning every invoice is tied directly to a client record with their full contact details, interaction history, and payment status.

With BillMate, your CRM holds names, addresses, phone numbers, email addresses, and custom notes for each client. When you create an invoice, it pulls those details in automatically — no retyping, no copy-pasting, and no risk of sending to the wrong address. Every invoice, quote, and payment is logged against the client's profile, giving you a complete financial timeline per customer.

Yes — and this is at the heart of how BillMate works. Open any client in your CRM, tap "Create Invoice," add your line items (or select from saved templates), and send it as a branded PDF via email or shareable link. The client's name, address, and payment terms are pre-filled from their CRM profile, so the entire process takes seconds rather than minutes.

You can also create quotes from the CRM and convert them to invoices with one tap once the work is approved. This means the full journey — from initial quote to final payment — is tracked against a single client record, giving you a complete audit trail.

Yes, BillMate includes several CRM invoice automation features designed to reduce your admin and improve your cash flow. The key automations are recurring invoices, automatic payment reminders, and real-time status tracking.

Recurring invoices let you set a billing frequency for any client — weekly, monthly, quarterly, or annually. BillMate generates and sends the invoice automatically on the scheduled date, pulling the line items, amounts, and branding from the client's CRM profile. This is ideal for retainer clients, subscription services, regular maintenance contracts, or any arrangement where you bill the same amount on a repeating cycle.

BillMate is a full CRM with billing built in — not just an invoicing tool with a contact list bolted on. You get comprehensive client management including contact details, custom notes, file attachments, activity timelines, and interaction history for every customer. On top of that, you get professional invoicing, quoting, expense tracking, payment reminders, and financial reporting.

The CRM side lets you store everything you need about a client — from their address and phone number to project-specific notes like measurements, preferences, equipment details, or anything relevant to your trade. Each client's profile becomes a mini file containing every quote, invoice, and payment you've exchanged with them.

Yes — multi-business CRM invoicing is one of BillMate's core strengths. You can create unlimited business profiles, each with its own company name, logo, colour scheme, invoice numbering sequence, payment terms, and VAT settings. When you send an invoice, it's branded to whichever business profile you're working in, so your clients always see the correct company identity.

Each business profile has its own CRM client list, meaning the customers from your plumbing business won't appear when you're invoicing for your property management company, and vice versa. This strict separation keeps your records clean and makes it straightforward to run reports or export data per business at tax time.

Yes. BillMate supports full UK VAT calculations as well as custom tax rates for any jurisdiction. You can set a default VAT rate (such as 20% standard rate, 5% reduced rate, or 0% for exempt items) per business profile, and it will be applied automatically to every invoice you create from that profile.

You also have the flexibility to apply different tax rates per line item on the same invoice. For example, if you're a builder who charges VAT on labour but supplies zero-rated materials, each line can carry its own rate. BillMate calculates the net amount, VAT amount, and gross total automatically — no mental maths required.

Yes. All your CRM and invoicing data is protected with bank-level 256-bit SSL encryption, both in transit (when syncing between your phone and the cloud) and at rest (when stored on our servers). This is the same encryption standard used by major UK banks and financial institutions.

Your data is backed up automatically and continuously to secure cloud infrastructure, so you'll never lose client records, invoices, or payment history — even if you lose or replace your phone. Simply log into BillMate on a new device or the web dashboard and everything is exactly where you left it.

Yes. You can export your invoices, payment records, client lists, and expense data in CSV, PDF, or Excel formats. Exports can be filtered by date range, business profile, payment status (paid, unpaid, overdue), or individual client — so you can pull exactly the data your accountant needs without wading through irrelevant records.

The export files are formatted to be tax-ready, with columns for invoice number, date, client name, description, net amount, VAT, gross total, payment status, and payment date. They're compatible with all major accounting software including Xero, QuickBooks, Sage, and FreeAgent, so your accountant can import the data directly without reformatting or manual entry.