Sign up for a free trial — Open /app/signup, enter your details, pick Blank or Demo book, and click Start your 30-day trial. No card is taken.
Confirm your email — Open the confirmation link once. Save your recovery codes, then Continue to login. Clicking the link again does not sign you in.
Sign in to PayBlah — Go to /app/login, enter email and password, click Log in, then complete One more step when a sign-in code is required.
Reset your password — Use Forgot password?, open the 60-minute link, click Save new password, then log in again. The reset never signs you in.
Walk through getting started — Walk the seven-step setup: Your business, Invoices, Email, Workflow, Select invoices, Review journey, then Start following up.
Save and exit setup — Save and exit is a real leave action. Completed steps stay saved. You land on the dashboard and resume on the same unfinished step. Nothing is sent.
See what you are owed — Open Dashboard to read Overdue payments recorded, Total overdue, and Open balance by age. There is no “Here’s What You’re Owed” onboarding step.
Nothing sends until you say so — Setup never emails customers. Isolated /app/demo cannot send. A signup Demo book is live data and can send after Start following up.
First-day checklist — Work the dashboard checklist in order: business details, overdue invoices, email sending, first Workflow, then protections. Standard users may not see it.
Take the Two-Minute Tour — An 18-stop overlay from Dashboard Setup help. It names each area and moves you there. It does not send messages or finish setup.
Switch or add a workspace — Open Switch Business to see each book, click Switch, or — if you are an Admin on Business or Enterprise — Add business.
Choose a business when you sign in — After password and One more step, pick the Business and click Continue. The chooser is not a finished session.
Try the safe demo workspace — Open /app/demo to practice on isolated sample data. Reset demo restores the sample. Connect my business leaves without copying it into your live book.

Importing from your books

Importing and future book connections 8

CSV/XLSX import is available today. Production Xero, QuickBooks and Sage OAuth is not launched.

Connect your books overview — CSV or XLSX import is live. Connections has Connect for Xero, QuickBooks and Sage Accounting. Those buttons do not mean production OAuth is launched.
Connect Xero — Connect exists. Production OAuth is not launched. Without a PayBlah Xero app, Connect loads sample/sandbox data.
Connect QuickBooks — Connect exists. Production OAuth is not launched. Without a PayBlah Intuit app, Connect loads sample/sandbox data.
Import invoices from CSV or XLSX — Admins upload a .csv or .xlsx. Legacy .xls is rejected. Eligible invoices can start chasing when chasing mode is automatic.
Map CSV or XLSX columns — After Upload and match columns, map each PayBlah field. Required: contact first name, invoice number, due date, amount outstanding. Currency stays on the workspace.
What syncs from accounting — A connected package (including sandbox) reads nine invoice fields only. Production OAuth is not launched.
Refresh and sync options — Connections shows Sync now when the row can sync, including some sandbox fixtures. Re-importing a spreadsheet skips existing invoice numbers.
Disconnect your accounting package — Disconnect is on the connection card today, including sandbox fixtures. It removes credentials and leaves invoices in PayBlah.

Customers and invoices

Customers and invoices 10

The dashboard, the register, customer records, notes, and every status that matters.

Use the dashboard — Dashboard shows overdue payments recorded, what is being chased, what is waiting to start, and the few decisions that need you.
Browse the invoice list — Open Invoices to search and filter the Active register, run bulk Pause chasing / Resume chasing / Mark paid / Archive, or add an invoice.
Understand invoice statuses — Invoice badges come from one status map. Waiting to Start, Awaiting approval, and Settled are live labels, not nicknames.
Work an invoice detail page — Open an invoice to mark paid, pause or resume chasing, raise a dispute, and — on Pro+ — record a promise or a settlement.
Browse customers — Open Customers to search the Active list, switch to Archived, or click Add customer to create a company by hand.
Use a customer record — Open a customer to work Overview, Invoices, Communications, Messages, and Notes — including contacts, stop requests, promises, and archive.
Add private notes — Write a private note on an invoice or a customer and press Enter to save. Notes stay on your side and are never sent to the customer.
Turn on Never chase — An Admin turns Never chase on from the customer header. It saves immediately. Standard members see Never contact and cannot change it.
Mark paid or record a settlement — Record money with Mark paid. Use Record settlement on Pro+ when you agree a lower amount. Re-importing a file does not update paid status.
Read aged debt — Read dashboard age bands and the Invoices Outside plan age tab. They are not the same cut.

Chasing

Chasing 15

Workflows, message templates, activity, and the safety events that stop a chase.

How chasing works — PayBlah runs enrolled invoices along a Workflow on your schedule. You stay the sender. Firm and Final always wait in Activity → Approvals.
Enrol an invoice in chasing — Put an invoice on a Workflow so steps can run. New invoices can start on the default Workflow.
Manage workflows — Open Workflows to pick a default Workflow, edit steps by days, and attach a template to each step. Extra Workflows after the first need Growth or higher.
Templates and tones — Open Workflows → Templates to read the library by tone, then attach a version to a Workflow step. Saving a change is a scoped new version.
Customise a template — Open Edit version, choose where the new version applies, give a reason, and press Save new version. Clicking away does not save a template.
Preview before customers are contacted — Read each Workflow step and Dashboard Coming Up before you start following up. Previewing does not send.
Use Activity and the sent log — Open Activity to work the nine live panels. Firm and Final always wait here. A portal stop request does not mute chasing until you Accept it.
Reminder letters (print and mark sent) — PayBlah generates a PDF. You preview A4 or US Letter, download or print, post it yourself, then press Mark sent. PayBlah does not fulfil, post, or track mail.
What stops chasing — Some events change the invoice state. Some only hold the next send. A portal stop request does neither until you Accept it.
Stop requests vs SMS STOP — Ask them to stop chasing on the customer portal is a request to you. Staff Accept or Decline. Carrier SMS STOP is a different, automatic suppression.
Set quiet hours and send timing — Set quiet hours, contactable days, and send time on Protections or Settings → Reminder defaults. Workflows only shows Quiet chips that link to Settings.
Approve Firm and Final messages — Firm and Final messages — and any wording that names legal action, court, or enforcement — always wait in Activity for a human press before they send. That hold is not optional.
How Workflow escalation works — A Workflow is a series of steps with day offsets and tones. You control the wording. Firm and Final always wait in Activity → Approvals.
Install a workflow pack — Open Workflow Packs to start from a curated journey. Use This Pack creates an ordinary Workflow. Nothing sends until you assign invoices.
Create smart automations — Use the Smart actions tab under Workflows to create if-this-then-that rules. Smart actions never send legal threats on their own.

Getting paid

Getting paid 12

Payment links, the customer portal, part payments, promises, and plans.

Send a payment link — A payment link opens the customer portal under your name. Money on that page is meant to reach you. Your PayBlah subscription is billed on a different screen.
What your customer sees on the portal — Your customer opens a secure link and lands on a page that looks like you. PayBlah is a small powered-by line — not a collector.
Pay in full from the portal — How to pay is how your customer pays you. Card checkout opens on your Stripe page. PayBlah never receives the card or the funds.
Accept a part payment — Pay part of it on the portal does not take money. It carries an amount into a promise. Staff Mark paid is how an offline part amount becomes a payment.
Record a promise to pay — A promise is a date and optional amount on Pro and above. After evaluation, a person presses Acknowledge or Acknowledge & resume.
Set up a payment plan — Payment Plans record an instalment agreement. Asking from the portal does not pause chasing and agrees nothing until you say yes.
When a promise is broken — When a promise date plus grace passes unpaid, Activity → Promises shows it for a person to Acknowledge or Acknowledge & resume.
When a customer messages from the portal — Send us a message always writes a note to you. A stop request does not mute; a dispute does; a plain message can pause.
Portal payment receipt — The receipt lists real payment rows only. If none exist yet, the page says Payment not confirmed yet — it does not invent a PDF.
When a payment is detected — When a payment is recorded against a customer invoice, chasing on that invoice is designed to stop. Your PayBlah subscription payment is not that event.
Report a problem from the customer portal — Report a problem with this link to PayBlah goes to platform support. It is not sent to you as the creditor, and it does not stop chasing by itself.
Leave feedback after paying on the portal — After a recorded portal payment, the customer may see an optional Payment feedback form if Customer Feedback Pulse is installed. Not a chase and not a survey blast.

Disputes

Disputes 4

Raise, resolve, settle, and how a dispute freezes the workflow.

Raise a dispute — Raise a dispute when the customer contests the invoice. Logging it — including portal I dispute this — is designed to stop automated chasing on that invoice until you resolve the outcome.
Resolve or close a dispute — Closing a dispute records the outcome (Customer Was Right, Customer Was Wrong, or Settled) and decides whether chasing stays off or may resume.
Record a settlement (lower amount) — A settlement is when you and the customer agree they will pay less than the face value. Never count written-off money as collected. Pro+.
How disputes stop chasing — While a dispute is open, automated chasing on that invoice is designed to stay off. Closing the dispute is what turns the workflow back on — and only when the outcome says the debt is still due.

Your team

Your team 7

Invites, Admin and Standard roles, two-factor, and ownership.

Invite users to your account — An Admin on Growth or higher can invite people from Settings → Team. Starter stays one seat. PayBlah does not sign the invitee in for them.
Accept a team invitation — Use the emailed link within 7 days. Set or confirm a password of at least 12 characters. New accounts save recovery codes, then Continue to login. Accepting never opens a session.
Admin and Standard roles — Two roles, kept simple: Admins can change settings, Standard users can't. Exactly one person also carries the Owner badge — that is a flag on an Admin, not a third role.
Turn on two-factor authentication — After you confirm your email, PayBlah already asks for an email sign-in code. An authenticator app is an extra you can add. Do not turn factors off to get back in.
Update your name, email, and password — My profile is you — not the company. An email change needs your current password and, when two-factor is on, a current code.
Transfer account ownership — The original owner is undeletable on purpose. Transfer ownership to a live Admin — you remain an Admin afterward.
Find the audit trail of messages and actions — When you need to prove what went out, open Activity and the invoice timeline. Message history is part of the safety model on every plan.

Settings

Settings 10

Business profile, tenant mailbox sending, defaults, scheduled reports, kill switch, and exports.

Find your way around Settings — Settings is the control room for the workspace. Admins change it; Standard users cannot. Notifications and Scheduled Reports are separate panes.
Set your business name, phone, address, and logo — Customers see your trading name on every reminder. Set business name, phone, address, and logo under Settings → Business Profile.
Set country, currency, timezone, and date format — Country, currency, timezone, and date format live under Localisation. Send windows and quiet hours use your business timezone.
Choose how reminder emails are sent — Chase email leaves PayBlah only through a mailbox your business owns — Google Workspace, Microsoft 365, or a verified SMTP mailbox. There is no PayBlah shared-domain sender.
Set reminder defaults and safety rails — Open Settings → Reminder defaults (the pane still uses that name; the main nav says Workflows). Firm and Final always wait for a person — that is not optional.
Choose which alerts you get — Pick email and in-app alerts on Settings → Notifications. That pane is not merged with Scheduled Reports. Critical stop signals stay always on.
Stop all automated sending — The kill switch lives on Settings → Reminder defaults. It halts every automated reminder immediately. Only an Admin can engage or release it, and a reason is required.
Export data and set how long invoices stay in active chase — Use Settings → Import & export for sources, CSV/XLSX import, the invoice age cutoff, and a full workspace ZIP. The 90-day trial retention window is not a control on this pane.
Schedule recurring report digests — Open Settings → Scheduled Reports — its own pane, not Notifications. Recipients are live team members. Digests are already live.
Invoice bundles and the grouped payment view — Under Settings → Payment plans & bundles, turn the grouped customer payment view on or off. One same-day message per customer safety rail always stays on.

Apps and App Hub

Apps and App Hub 13

Install published apps, pause or remove them, and understand draft vs live connections.

Use the App Hub — When App Hub is switched on for your workspace, open Apps to browse published apps. Draft adapters are not listed.
Install, pause, resume, or remove an app — An Admin reviews a published native app, then presses Install {name}. Pause, resume, and Finish Removal live on the Installed App page.
Published apps vs draft connections — Discover lists published versions only. Draft adapters are not shown to tenants. Zapier, Make.com, and n8n are not native installs.
Published native apps at a glance — These nine published native apps use Review & Install. Workflow Pack Library, Zapier, Make.com, and n8n are pointers, not App Hub installs.
Reminder Calendar app — Install Reminder Calendar to view a complete-month projection of reminder work in your tenant timezone. It is read-only — it does not send messages.
Realtime Alerts app — Choose Essential, Balanced, Everything, or Custom, then press Save alert level. Critical events stay Always on.
Data Cleanup Assistant app — Data Cleanup Assistant only diagnoses. It never merges, deletes, or rewrites customers or invoices for you.
Portal Branding Plus app — On Pro or Higher, tune approved portal presentation. Payment, stop, dispute, and compliance wording stay protected.
Team Conversations app — Team Conversations is a private staff module for internal threads. It is not email to customers and not the portal message box.
Data Vault app — Data Vault stores tenant-bound logical exports with authenticated encryption. Only Owner/Admin can create, download, or delete vault items.
Custom Record Fields app — Add typed extra fields to customers and invoices. Owner or Admin manage definitions. There is no silent delete.
Advanced Analytics app — Advanced Analytics projects existing operational truth into saved views. It does not invent historical snapshots that the product does not store.
Customer Feedback Pulse app — Collect one optional 1–5 rating after a real payment on that portal link. The app does not send surveys.

Reports

Reports 4

Debt aging, collection activity, honest attribution, and one CSV export.

Understand the Reports page — Reports shows what was paid, what PayBlah can honestly attribute, and what still needs a person. Paid after reminders is attribution, not a claim that PayBlah caused the payment.
Read the 30/60/90 debt-aging report — Debt Aging is a right-now snapshot. Live bands are Current, 30 days, 60 days, and 60+ days. There is no separate 90-day total and no per-block PDF.
Read collection activity and recovery performance — Collection Activity shows reminders that actually left. Payment Trend splits Payments recorded from Paid after reminders. The second figure is attribution, not causation.
Export a report as CSV — One Export CSV on the Reports page downloads the summary, aging bands, and customer list. There is no PDF export. Scheduled Reports emails are already live.

Billing

Billing 6

Plans, active invoice limits, upgrades, invoices, and what happens after trial.

Plans and limits — Plans are priced on a monthly list rate plus tax where applicable. The limit that is enforced is concurrent active invoices (Starter 25, Growth 100, Pro 250, Business 500). List prices (monthly excl. tax): Starter €59 / £49 / $59 · Growth €99 / £89 / $99 · Pro €169 / £139 / $169 · Business €289 / £239 / $289. Annual is ten monthly payments (two months free). Balance-cap figures in older materials are legacy metadata only.
Upgrade or change plan — From Billing, an Admin uses Change Plan or Compare Plans to pick a tier. Chargeable mid-term upgrades may be refused with nothing taken. PayBlah does not auto-upgrade you.
Your PayBlah invoices and payments — Billing lists your Current Plan, PayBlah subscription invoices (numbers like PB-2026-000042), credit notes, and payments you made to PayBlah — separate from the invoices you chase for customers.
Cancel your subscription — An Admin cancels from Billing with Cancel at Period End. You keep access through the period you paid for. Immediate cancel is only for a past-due subscription.
Trial and what happens after — New accounts get a 30-day Starter trial with no card. When it ends, sending stops. Paying does not restart follow-up — an Admin must confirm Resume following up. Unconverted data is kept 90 days.
Read your usage and capacity meter — Usage is your concurrent active invoice count versus 25 / 100 / 250 / 500. Paused, promised, disputed and part-paid invoices still use a space. Waiting to Start does not. Capacity is never an overdue-balance cap.

Developers

Developers 5

API keys, webhooks, deliveries, and the safety rails the API cannot skip.

Issue and use API keys — API access is on every plan. Issue a named key, tick only the scopes you need, copy the secret once, and send it as a bearer credential. Each key is limited to 600 requests per hour — not scaled by plan.
API basics and rate limits — The API is open on every plan. Each key is limited to 600 requests per hour by default. Going over returns 429 with when to retry.
Register a webhook endpoint — Register a public HTTPS endpoint under Webhooks. PayBlah queues signed POSTs so your slow server never slows the product. It does not follow redirects.
Read the webhook delivery log and retries — The delivery log is how you debug webhooks. 2xx is success; anything else retries on a fixed schedule until it gives up or you fix the endpoint.
API cannot bypass safety rails — The API is not a back door. Anything you write still hits the same safety rails as a human in the product.

Troubleshooting

Troubleshooting 9

When import, sending, sign-in, or the portal goes sideways.

Import went wrong — Start on Import Invoices — not Settings. Most failures are the wrong file type, a missing required column, or a number that is already on the book.
Follow-ups are not sending — If nothing is leaving, check the kill switch, your business mailbox, first-run review, Approvals, and whether invoices are Waiting to Start.
A payment was not detected — If the customer paid you but reminders continued, PayBlah has not recorded that payment on this invoice yet. Record it, or check the one live card path that can write it for you.
We contacted the wrong person — Stop further sends to the wrong address, fix the contact on the customer record, and keep a note. PayBlah sends as your business — you own who is on the record.
I cannot sign in — Use Forgot password? or Resend confirmation email on Welcome back. After a reset you still sign in yourself. If a factor is on, you still complete One more step.
The customer portal link is broken — If a customer says the pay link failed, check whether the page is honestly unavailable, throttled, expired, or telling them to pay you offline. Do not paste the secret from the URL into chat or tickets.
A feature is locked on my plan — A locked control is a plan gate. Hitting 25, 100, 250, or 500 active invoices is a capacity ceiling, not a missing feature — and a pause still occupies a space.
Contact support from the app — Open Support in the app so your account context travels with the ticket. Pick a subject, write what happened, attach a screenshot if it helps.
Text messaging coming later — Text messaging is switched off estate-wide until every send gate is on. That is a product gate, not a calendar date. Email follow-up is the live channel.

Still stuck?

People when the docs are not enough

Open Support inside the app so your account context travels with the message, or email support@payblah.com.

Help & support Contact

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