Sign up for a free trial — Open the signup page, fill in your details, pick a book, and start a 30-day trial with no card.
Confirm your email — Open the confirmation link in the email PayBlah sent, or resend it from the login page if it did not arrive.
Sign in to PayBlah — Go to /login, enter your work email and password, then click Log In to open your book.
Reset your password — Click Forgot password on /login, enter your work email, then set a new password from the reset link.
Walk through getting started — Follow the dashboard checklist — create account, connect invoices, choose reminder style, then press Go Live only when ready.
See what you are owed — Open the Dashboard (or the onboarding “Here’s What You’re Owed” step) to see outstanding balances by age and debtor.
Nothing sends until you say so — Reminders stay off until you complete Go Live, enrol invoices, and clear safety holds — setup alone never emails customers.
First-day checklist — Confirm email, load invoices, pick a reminder ladder, review top debtors, then go live only when the book looks right.

Connecting your books

Connecting your books 8

Xero, QuickBooks, spreadsheet import, and what syncs — nine fields, nothing more.

Connect your books overview — Connect Xero, QuickBooks, or Sage — or import CSV — so PayBlah can read nine invoice fields and refresh about every 60 minutes.
Connect Xero — Open Connections, choose Xero, approve access, then confirm the connection shows last synced and the 60-minute schedule.
Connect QuickBooks — On Connections, click Connect under QuickBooks, approve access, then verify sync status and your invoice register.
Import invoices from CSV — Open Invoices → Import, choose a .csv file, click Upload And Match Columns, then confirm the import results.
Map CSV columns — After Upload And Match Columns, map each PayBlah field to a column; the first file teaches headers for the next import.
What syncs from accounting — Sync brings company, names, email, phone, invoice number, amount, due date, and paid status — nothing else from the package.
Refresh and sync options — Connected books refresh about every 60 minutes; use Connections status and Import Sync Options when you need to check or reconnect.
Disconnect your accounting package — Open Connections, open the connected package card, click Disconnect, and confirm — scheduled sync stops for that link.

Debtors and invoices

Debtors and invoices 10

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

Use the dashboard — Open Dashboard to see recovered money, overdue totals, age bands, Needs You items, and shortcuts to add debtors or invoices.
Browse the invoice list — Open Invoices to filter the register, read status and next action, then click a row for detail.
Understand invoice statuses — Invoice status shows whether PayBlah is actively laddering the invoice or holding for a human or payment reason.
Work an invoice detail page — Open any invoice to see balance and age, then use Mark Paid, Record A Promise, Raise A Dispute, or Record Settlement as needed.
Browse debtors — Open Debtors to search and filter customers, then click a company or use Add Debtor for a manual record.
Use a debtor record — Open a debtor to manage contacts, Never chase, promises, messages, archive, and per-invoice history in one place.
Add private notes — Open an invoice or debtor Notes area, write the note, and save — it stays internal for your team.
Turn on Never chase — Open the debtor, enable Never chase, and save — no reminders will send to that debtor while the toggle stays on.
Mark paid or record a settlement — On invoice detail, use Mark Paid for full payment or Record Settlement when you agree a different amount or write-off.
Read aged debt — On the Dashboard, tap an age band, or sort the invoice list by age, to focus the oldest or newest overdue debt.

Chasing

Chasing 11

Sequences, templates, tones, the activity log, and what stops a chase.

How chasing works — PayBlah runs enrolled invoices up a reminder ladder on your schedule, with safety pauses and optional human approval for firm steps.
Enrol an invoice in chasing — From invoice detail or list status, enrol the invoice on a sequence; it moves from Not chasing to Chasing when eligible.
Manage reminder sequences — Open Reminders → Ladders to pick a default sequence, edit steps by days, and assign email templates to each rung.
Templates and tones — Open the Templates view to pick from the library of email templates by tone, then attach them to sequence steps.
Customise a template — Open a template or step message, edit the subject or body, then click away — the edit saves on blur.
Preview before customers are contacted — Check sequence steps and Dashboard Coming Up before go live, and use payment-link preview links on invoices when offered.
Use Activity and the sent log — Open Activity to approve firm steps, read replies, inspect the Sent Log, and close disputes or stop requests.
What stops chasing — Chasing stops or pauses when an invoice is paid, disputed, promised, paused, stopped, or the debtor is marked Never chase.
Set quiet hours and send timing — In Reminders, set when chasing runs — quiet hours, Monday–Friday, and send time — then check Next run on the sidebar.
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. Approving never hides what goes out.
How the escalation ladder works — A ladder is a sequence of reminder steps with offsets in days and tones that step up over time. You control the wording via templates; Firm and Final wait for approval by default.

Getting paid

Getting paid 10

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

Send a payment link — On Growth and above, every invoice can carry a secure payment link. Your customer opens it, sees what they owe under your name, and can pay, part-pay, promise, or message — without logging into PayBlah.
What your customer sees on the portal — Your customer opens a secure link and lands on a page that looks like you. They see what is unpaid, clear actions, and a small powered-by PayBlah line — not a collector brand.
Pay in full from the portal — How to pay walks the customer through settling the full amount on that invoice. If card is not enabled on the link, the page says so and tells them how to pay you offline — still quoting the invoice number.
Accept a part payment — Part pay lets the customer put money against the invoice without clearing the whole balance. The residual stays on the same invoice so you both know what is left.
Record a promise to pay — A promise is a date (and optional amount) the customer commits to. PayBlah records it and is designed to pause reminders until that date so you are not chasing someone who already said when they will pay.
Set up a payment plan — Payment plans (arrangements) are instalment agreements between you and your customer. PayBlah only records the plan and follows it — while a plan runs, chasing follows the schedule instead of the reminder ladder.
When a promise is broken — If the pay-by date passes and the invoice is still unpaid, PayBlah is designed to flag the broken promise so you can follow up. That signal is one of the strongest in the product — use it carefully.
When a customer messages from the portal — Send us a message lets the customer write to you from the payment link. The note lands for your team to review, and sending a message is designed to pause reminders until you respond.
Portal payment receipt — The portal receipt lists payments actually recorded against the invoices on that link. If nothing is left owing, it says paid in full and that reminders have stopped for that link.
When a payment is detected — When a payment is recorded — from your books, a portal payment, or Mark paid — chasing on that invoice is designed to stop. This safety behaviour is on every plan, including trial.

Disputes

Disputes 4

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

Raise a dispute — Raise a dispute when the customer contests the invoice. Logging it 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 and decides whether chasing stays off or may resume. Read each option before you press Close.
Record a settlement (lower amount) — A settlement is when you and the customer agree they will pay less than the face value. Record the agreed amount and the write-off so recovered figures stay honest — never count written-off money as collected.
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 ladder back on — and only when the outcome says the customer was wrong or the debt is otherwise still due.

Your team

Your team 6

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

Invite users to your account — Growth and above let you invite people. Starter is hard-capped at one seat — upgrade when you need more hands on the register.
Admin vs Standard roles — Two roles, kept simple. Admins change settings. Standard users work the register and activity without touching the workspace controls.
Turn on two-factor authentication — Two-factor is optional and off until you turn it on. Use an authenticator app or email codes, then save recovery codes when they appear.
Update your name, email, and password — My Profile is you — not the company. Change name, email, and password here; put the trading name under Business profile.
Transfer account ownership — The original owner is undeletable on purpose. When someone else must hold the account, 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 8

Business profile, email sending, defaults, kill switch, and exports.

Find your way around Settings — Settings is the control room for the workspace. Admins change it; Standard users cannot. Use the shortcuts or the side list to jump to each group.
Set your business name, phone, address, and logo — Debtors 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 — At launch, reminders send from the PayBlah shared domain under your business name. Optional from-name is available; other methods show as not available yet.
Set reminder defaults and safety rails — Reminder defaults control how every new overdue invoice behaves unless a debtor or sequence overrides them. Safety rails stay on regardless of plan upsells.
Choose which alerts you get — Pick email and in-app alerts under Notifications & reports. Critical stop signals stay always on so a paused chase cannot go unnoticed.
Stop all automated sending — The kill switch halts every automated reminder immediately. Payments and reading still work. 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 Import & export for sources, CSV import, and the age cutoff. Full “export everything” is not built yet — report CSV/PDF is the practical takeout today.

Reports

Reports 4

Aged debt 30/60/90, collection activity, and exports your accountant can use.

Understand the Reports page — Reports answers five questions: how old the debt is, what you sent, what came back after reminders, text usage (often zero at launch), and who still owes you.
Read the aged debtors 30/60/90 report — Aged debtors is a right-now snapshot in the 30/60/90 shape your accountant expects — same money as the dashboard, grouped their way.
Read collection activity and recovery performance — Collection Activity shows what you sent. Recovery Performance shows money that arrived within 14 days of a reminder — a definition you can explain.
Export a report as CSV or PDF — Every report block has Export CSV and PDF. That is the reliable way to take numbers out of PayBlah today.

Billing

Billing 6

Plans, 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 the overdue balance you can chase at once — concurrent, falling as invoices get paid. Aged debtors never count toward the cap.
Upgrade or change plan — From Billing, use Change Plan or Compare Plans to move tier. Upgrades apply when checkout completes; you always pick the plan — PayBlah does not auto-upgrade you.
Your PayBlah invoices and payments — Billing lists your current plan, PayBlah subscription invoices (numbers like PB-2026-0001), and payments you made to PayBlah — separate from the invoices you chase for customers.
Cancel your subscription — Cancellation is designed to be self-serve and honest: you keep access through the period you paid for, sending stops when the subscription ends, and you should export anything you need before access to sending is gone.
Trial and what happens after — New accounts get a 30-day trial on the Starter feature set with no card required. Before it ends, choose a paid plan if you want chasing to keep running — or export what you need if you are leaving.
Read your usage and balance meter — Usage is mainly your concurrent overdue balance versus the plan cap. It falls as invoices get paid. Aged debtors never count toward the 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.
API basics and rate limits — The API is open on every plan. Rate limits still apply — each key is capped per hour, and going over returns 429 with when to retry.
Register a webhook endpoint — Register an HTTPS endpoint under Webhooks. PayBlah queues POSTs so your slow server never slows the product, and every request is signed.
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 with the Import page past runs and your connection status. Most failures are file limits, mapping, or an expired accounting link.
Reminders are not sending — If nothing is leaving, check the kill switch and first-run review first, then mode, quiet hours, approvals, and Activity holds.
A payment was not detected — If the customer paid but reminders continued, either PayBlah has not seen the payment yet or it was recorded against the wrong invoice.
We contacted the wrong person — Halt the chase for that debtor, correct the contact, 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 on the login page. If two-factor is on, you need the app, email code, or a recovery code.
The debtor portal link is broken — Portal links are a Growth+ feature. If a link fails, check plan access, the invoice state, and whether card payment is even switched on for that link.
A feature is locked on my plan — Locked usually means your plan does not include that feature yet — not a bug. Compare plans, or use a path that exists on your tier.
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 — PayBlah is launching email-first. Text messaging to debtors is not available for customer use at launch. It will come to your territory later — no date is published.

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.

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