Invoice Import

Pull from QuickBooks, PSA, and other systems

Late Fees & Interest

Applied on a new invoice — never an edited one

Merchant Account Support

Authorize.net, TRXServices, and more

Customer Payment Portal

Central portal for invoices, payments, and stored cards

Clean Accounting Records

No edits, no voids, no reconciliation nightmares

💸 Late Fees & Interest — Done Right

A new invoice. Not an edited one. There’s a big difference.

When a customer pays late, the instinct is to add a fee to their existing invoice — in QuickBooks, in the PSA, or both. But editing a sent invoice triggers a cascade of problems: your PSA creates a line item on the next cycle, QuickBooks adds it to an invoice the customer never saw, the customer pays short, and now you’re chasing a discrepancy that neither system created cleanly.

MSP Mesh Map issues a separate invoice for late fees and interest charges. The original invoice stays intact. Accounting records stay clean. The customer receives a clear, standalone document they know they owe.

• You choose — send a new late fee invoice or include interest charges on the next billing cycle as a separate item
• Original invoices are never modified — no voids, no credit memos, no reconciliation rabbit holes
• Configurable late fee rules — flat fee, percentage, tiered by days overdue, or custom per customer
• Interest calculations — daily or monthly, applied against the outstanding balance automatically
• Clear paper trail — every fee invoice links back to the original, visible in both the portal and your accounting system

🖥️ Customer Payment Portal

One place for every invoice. Customers pay, store cards, and see their full history.

Stop sending customers to three different places to find invoices, make payments, and update billing information. MSP Mesh Map’s customer portal consolidates everything — invoices from your PSA, charges from your vendors, late fee invoices, and payment history — in one branded, customer-facing portal they actually use.

• All invoices in one place — from your PSA, QuickBooks, and MSP Mesh Map consolidated in a single view
• Saved payment methods — customers store card or ACH details securely, reducing friction on every billing cycle
• Self-service payments — customers pay on their schedule, directly through the portal
• Payment history and receipts — full transaction history available without calling your billing team
• Invoice-level detail — customers can drill into any invoice and see the service and location breakdown
• Your branding — the portal reflects your company, not a generic third-party payment page

🏦 Merchant Account Support

Your processor. Your rates. Your customer data — not theirs to hold hostage.

Most billing platforms lock you into their payment processor. MSP Mesh Map connects to your existing merchant account — so you keep your rates, your relationships, and your control over how payments are processed. Your money moves through your account, not ours.

And when you want to switch processors — better rates, better support, better terms — your customers’ saved payment information comes with you. No calling every customer to collect a new card. No re-enrollment campaign. No month of friction while people figure out why their autopay stopped working. The tokens are yours.

• Authorize.net — full support for card-present and card-not-present transactions
• TRXServices — integrated payment processing for credit, debit, and ACH
• More processors coming — additional merchant account integrations added based on MSP demand
• Processor-portable tokens — stored payment methods move with you when you switch processors; customers never need to re-enter card info
• No forced re-enrollment — switch processors on your timeline, not your customers’ patience
• Automatic payment matching — payments reconcile against open invoices automatically

📥 Invoice Import & Sync

Pull invoices from where they already live. Don’t rebuild them.

Your invoices already exist — in QuickBooks, in your PSA, or both. MSP Mesh Map imports them into the customer portal without requiring you to recreate your billing workflow from scratch. The portal becomes a layer on top of your existing systems, not a replacement for them.

• QuickBooks — open invoices imported and presented in the customer portal automatically
• PSA invoices — billing from ConnectWise, Autotask, Syncro, Rev.io, and others pulled in alongside QuickBooks
• MSP Mesh Map invoices — vendor-consolidated and custom bundle invoices generated natively and included
• Unified customer view — customers see all outstanding and historical invoices in one place, regardless of source
• Payment status sync — when a customer pays in the portal, status updates flow back to QuickBooks and the PSA

Your accounting system stays authoritative. The portal is the customer-facing window into it.

⏱️ Missed Billable Time

You already did the work. You just didn’t bill for it yet.

Every MSP has time that disappears between the work being done and the invoice going out. A remote session that didn’t get a ticket. A phone call that lasted 45 minutes and resolved the issue. A Teams thread that turned into de-facto support. Your team handled it — but no one billed it.

MSP Mesh Map scans your activity logs — remote tool sessions, communication records, phone logs — and attempts to match them to existing tickets. When it can’t find a match, it surfaces the gap so your team can review and bill it before the month closes.

• Remote sessions — unlinked sessions from your RMM get flagged and matched to open tickets automatically where possible
• Phone calls and Teams chats — activity outside the ticketing system gets surfaced, not silently dropped
• Ticket matching intelligence — the system looks for the right ticket; when it can’t find one, your team decides
• AYCE profitability tracking — for All-You-Can-Eat agreements, see exactly how much time you’re putting in vs. what you’re charging
• T&M time recovery — for Time & Materials billing, surface every hour that was worked but never tied to a billable entry
• Employee utilization reporting — see how your team’s time actually breaks down across customers, agreements, and billing types

🔔 Payment Notices

Reminders that go out automatically. Payment links customers can actually use.

Most billing workflows rely on someone remembering to follow up. A customer goes 12 days past due and nobody sent a reminder because the person who does that was out, or the queue was long, or it just fell through. MSP Mesh Map automates the entire notice chain — from pre-due reminders to escalated overdue notices — so collections happen without anyone having to manually chase.

Every notice includes a direct payment link so the customer can act immediately — no logging into a portal, no hunting for an invoice number. Click, pay, done.

• Configurable notice schedule — set triggers at any interval before or after due date, for each customer or globally
• Embedded payment links — every notice includes a one-click link directly to payment for that invoice
• Escalating templates — friendly reminder → overdue notice → late fee warning, each with its own tone and content
• Per-customer overrides — some customers get more time, some get less — configure notice rules at the account level
• Notice history — full audit trail of every notice sent, opened, and acted on for every invoice
• Late fee trigger integration — notices and late fee invoices work together — a notice can automatically generate the late fee invoice at the configured threshold

💸 Payment Links & Alternative Methods

Not every customer pays by card. Your billing shouldn’t require it.

Some customers pay by ACH. Some prefer Zelle. Some write checks. Some use a regional bank that has no API and never will. Forcing every payment through a card processor means you’re either turning away how customers want to pay, or manually reconciling payments that came in through the side door anyway.

MSP Mesh Map generates payment links that route to whatever payment method is right for each customer — card through your processor, Zelle instructions, ACH details, or a custom payment page for providers without an API. When the payment comes in, you record it and the invoice closes. Clean records regardless of how the money moved.

• Card payments — through your connected merchant account (Authorize.net, TRXServices, and others)
• Zelle & bank transfer — payment links include your Zelle handle or ACH routing details with the exact amount and invoice reference
• Custom payment providers — no API required; link to any payment page, form, or portal your provider gives you
• Manual payment recording — payment came in by check or wire? Mark the invoice paid with the method, date, and reference number — records stay clean
• Per-customer payment method — configure how each customer pays; the right link and instructions go out automatically with every notice

⚙️ Auto-Pay, Payment Rules & Agreement Alignment

Every billing rule tied to the agreement. Nothing billed that isn’t. Nothing skipped that is.

The agreement with your customer is the source of truth — it says what’s included, what it costs, when it’s due, and how it gets paid. MSP Mesh Map anchors every billing action to that agreement. Services outside it don’t get billed. Services inside it don’t get missed. Payment rules, notice schedules, and auto-pay settings all flow from what was agreed to.

Auto-Pay by Agreement

Not every agreement should have the same payment behavior. A corporate customer on net-30 terms initiates their own payment. A small business on auto-pay gets charged on day 5 if nothing’s come in. Configure payment rules at the agreement level — the right behavior for each customer without a global setting that fits nobody perfectly.

• Auto-pay after X days — charge the saved payment method automatically if unpaid after a configured threshold (configurable per agreement)
• Customer-initiated payment — invoice goes to the portal, customer pays on their schedule; notices run automatically until paid
• Mixed agreements, same customer — one customer can have an auto-pay managed services agreement and a net-30 project agreement running simultaneously
• Auto-pay fallback — if the auto-pay charge fails, a notice fires immediately with a pay link and the card-on-file alert

Expiring Card Detection

A card expiring mid-month on an auto-pay agreement means a failed charge, a delayed payment, and a notice-chasing loop that should never have started. MSP Mesh Map monitors expiration dates on all saved payment methods and sends proactive notices — to the customer to update their card, and to you if it hasn’t been updated with auto-pay approaching.

• 60-day and 30-day warnings — customer gets notified ahead of expiration with a link to update their card in the portal
• MSP alert before auto-pay runs — if a card is expired or expiring within the billing cycle, you get flagged before the charge attempt
• Failed payment handling — if auto-pay fails, the invoice stays open, a notice fires, and the next scheduled auto-pay attempt is set automatically

Agreement-Driven Billing Alignment

If it’s in the agreement, it gets billed. If it’s not, it doesn’t. New services provisioned mid-month get mapped to the correct agreement before the billing cycle closes. Agreement renewals, expirations, and scope changes trigger a review — so nothing falls through and nothing goes out that wasn’t signed off on.

• Agreement-to-invoice mapping — every line on every invoice traces back to a service in a signed agreement
• Mid-month additions — new users, devices, or services added during the month get prorated and attached to the right agreement automatically
• Renewal tracking — agreements expiring in the next 30, 60, or 90 days surface in your review queue before they lapse
• Scope change alerts — if a service is being billed but isn’t covered by the current agreement, it gets flagged before the invoice goes out

Invoice import, payment sync, and clean two-way record keeping without editing existing transactions.

Full support for card-present and card-not-present transactions through your existing merchant account.

Credit, debit, and ACH processing integrated directly — your rates, your account, your relationship.

No More Reconciliation Nightmares

Late fees go on new invoices. Original invoices stay intact. QuickBooks and your PSA stay in sync without manual corrections, voids, or credit memo chains that nobody can untangle later.

Customers Pay Correctly, the First Time

When customers can see every invoice — including late fees — in one place and pay directly, short payments and missed charges drop significantly. No more chasing a $12 discrepancy for three weeks.

Your Merchant Account, Your Rates

Keep the processing rates you’ve negotiated. Keep your banking relationships. MSP Mesh Map connects to your existing account — you don’t switch processors to use the platform.

A Portal Customers Actually Use

One URL. All invoices. Stored payment methods. Full history. Customers stop calling to ask for invoice copies, check payment status, or update their card — and your billing team gets their time back.