One-click invoices from a signed proposal, project, or work order, with a Stripe payment link on every invoice and two-way QuickBooks Online + Xero sync. Included on every Specifi plan.
Generate invoices from a signed proposal, a completed project, a signed-off work order, or an ad-hoc service or repair call. Line items, tax codes, client billing address, and agreed pricing all pull through. A milestone invoice on a £120,000 residential integration becomes a button-click, not a 20-minute admin job. Unmetered: no per-invoice fee, no per-pound-billed fee.
Every invoice carries a pay-now link. Card, ACH or BACS bank transfer, Apple Pay, Google Pay. Partial payments supported across multiple runs. Configurable retry schedule on failed cards (default 24 hours, 3 days, 7 days). Specifi does not surcharge on top of Stripe's processing fee; the platform takes nothing off the payment.
Take a deposit at proposal acceptance through the same Stripe surface that collects the balance. Bill instalments at agreed payment terms across the project life. Standalone invoices for ad-hoc service or repair work. Every payment reconciles back to the originating invoice automatically; the balance updates live.
Native two-way live sync. Invoices, customer records, payments, credits, refunds, and tax codes stay aligned with QuickBooks Online or Xero. Chart-of-accounts mapping, tax-rate mapping, tracking categories all configured during onboarding. The sync runs in your Specifi account currency into the matching QBO or Xero org. A broken sync is a P0 for us, not a known-issue we ship around.
UK VAT (standard, zero, reverse charge for B2B cross-border supplies). US sales tax respecting per-state ship-to and per-line tax codes. EU VAT respecting place-of-supply. Australia GST. New Zealand GST. Canada GST and PST. Account currency selected at setup from GBP, USD, EUR, AUD, NZD, CAD (single currency per account; no per-project override). Card-surcharge restrictions per jurisdiction respected automatically.
Ask Bob the AI in plain English: "Who owes me money this month?", "Show me overdue invoices over thirty days", "AR aging by customer", "Draft a payment reminder for Riverside AV". Bob queries the live invoice and payment data and answers in seconds. From 1 June 2026, Bob also creates invoices from signed-off work orders and sends payment reminders with one-tap approval.
Stripe deposits collect on the invoice the proposal converts to at acceptance. Stripe balances collect on a signed-off work order. The pay-now link sits on every invoice. Partial payments reconcile automatically. The platform takes nothing off the payment. Cash moves in hours, not weeks.
Two-way live QuickBooks Online and Xero sync. Invoices, payments, credits, refunds, and tax codes all flow both directions. The CSV export and the month-end re-keying both retire on day one. The reconciliation hour you used to lose every Friday goes back to the project.
Ask Bob the AI who owes you money, who is over thirty days, who needs a reminder this week. Bob queries the live invoice ledger and answers in seconds. From 1 June 2026, Bob also drafts the reminder and creates the invoice with one-tap approval. The relationship stays yours, the chasing stays Bob's.
Every invoice in Specifi originates from a project, a work order, or a service call that already lives in the platform. You never retype a line item; the invoice pulls labour, materials, and agreed pricing from the source record. This matters because the cost basis, the tax treatment, and the client billing address are already correct. A milestone invoice on a £120,000 residential integration becomes a button-click, not a 20-minute admin job. Ad-hoc invoices for items outside the project system are supported, but the common flow is project → invoice without intermediate re-entry.
The basics, done well. Today Specifi handles deposits at proposal acceptance, payment terms across the project life, and standalone invoices for ad-hoc service or repair work outside a parent project. Between them, that covers how most residential and small-commercial AV businesses bill: deposit at signature, balance on completion, an occasional one-off service call in between. Payments run through Stripe or QuickBooks payment links, with everything reconciling back to the same project record.
Coming next: RFP (Request for Payment) for phased commercial projects is in active development. That brings structured progress billing into the same flow when it ships.
If your business model needs automated milestone billing tied to project phase completion, T&M billing tied to time entries, or built-in retainer and subscription models, those aren't here today. We'd rather say so up front than have you find out three weeks in.
Stripe is embedded. Every invoice includes a pay-now link to the customer portal; clients pay by card, Apple Pay, Google Pay, or ACH / BACS bank transfer depending on their region. Specifi does not take a cut of the payment. You pay Stripe's standard processing fee directly to Stripe. The platform does not apply a surcharge on top of Stripe's fee, which a small number of competitors in this space do (watch for "payment convenience fees" in their billing). Successful payments reconcile back to the invoice automatically and the invoice status flips to paid.
Yes, two-way, included on every plan. Invoices generated in Specifi sync to QuickBooks with the right customer record, line items, tax codes, and payment allocation. Payments logged in QuickBooks reconcile back to Specifi, and credits and refunds sync both ways.
Sales tax respects the client's billing address and the per-line tax codes you've set. If the sync breaks, we treat it as critical and fix immediately, not a known issue we ship around.
Yes, two-way, included on every plan. Feature-parity with the QuickBooks integration. Chart-of-accounts mapping, tax-rate mapping, and tracking-category support all configurable in one place during onboarding. The sync runs in your Specifi account currency (one of GBP, USD, EUR, AUD, NZD, CAD chosen at account setup) and lands in the matching Xero org. If your Xero org is configured for multi-currency on its side, you can revalue or re-issue inside Xero the same way you do today; Specifi does not drive multi-currency client billing from its end. If you currently run Xero with a bolted-on CSV export from your quoting tool, the Specifi to Xero path retires the CSV step and kills a recurring data-entry error.
No. Specifi's accounting integrations are QuickBooks Online and Xero, both included on every plan. Sage isn't supported, and it isn't on the immediate roadmap.
QBO and Xero cover most small-to-mid AV integrators across the UK, US, Ireland, Canada, Australia, and New Zealand.
Yes. Ask Bob in plain English: "Show me overdue invoices over thirty days", "Who owes me money this month?", "What did Riverside AV pay last quarter?" Bob queries the live invoice and payment ledger and answers in seconds, no static report to build first.
Today, Bob is read-only on invoicing. From 1 June 2026, Bob can also draft invoices from signed-off work orders or projects, and send payment reminders. Both land behind the same approval gate: Bob drafts, you approve, the action takes effect.
Included on every Specifi plan. No AI surcharge, no per-prompt token cost.
Where local law allows it, yes. The invoice template supports a configurable surcharge line that applies to card payments only; bank-transfer payments sidestep it. The surcharge displays transparently on the invoice so the client can choose the payment method. Specifi does not apply a platform surcharge of our own on top; the only card fee the client sees is the pass-through of Stripe's processing fee where you have chosen to pass it on. Some jurisdictions (including parts of the EU and Australia) restrict or ban card surcharging; the invoice engine respects those restrictions per-region.
Yes. Partial payments are supported on every invoice. The client can pay a fraction by card and the balance by bank transfer, or split across two card runs, or pay in instalments over a negotiated schedule. Each partial payment reconciles back to the invoice and the accounting integration; the invoice balance updates in real time. Overdue balances surface on the dashboard and trigger configurable reminder emails. You control cadence and tone of the reminders; the platform does not default to chasing a client at three-day intervals unless you tell it to.
No. Invoicing is unmetered on every plan. A 12-invoice-a-year residential specialist and a 4,000-invoice-a-year commercial integrator pay the same Specifi subscription for the same invoicing feature set. No per-invoice fee, no per-pound billed fee, no "enterprise invoicing" upgrade tier.
Standard-rate, zero-rate, and per-line tax overrides are all supported. Tax codes configured during onboarding map to your accounting package's codes so the sync stays clean. US sales tax respects the ship-to / service-location per US state; EU VAT respects place-of-supply rules including reverse charge for B2B cross-border supplies. If your business operates across currencies and jurisdictions, our onboarding team configures the tax codes with your accountant rather than guessing; this tends to save a painful mid-year re-statement later.
Yes. The client portal shows every invoice ever issued against their account, open and closed, with pay-now buttons on anything still outstanding and downloadable PDFs on anything closed. Clients can reconcile their own records without phoning your office for a copy. Portal access is free on every plan and scales to as many client logins as you need.
A failed card payment triggers a retry schedule (configurable, default 24 hours / 3 days / 7 days), a portal notification to the client, and an office alert to your account manager. The invoice does not silently sit in arrears. Failed-payment reasons (expired card, insufficient funds, bank decline) surface in clear language so you can have the right conversation with the client. For bank transfers that bounce back or get rejected, the platform flags the reversal and prompts you to re-issue.
Specifi is an amazing software that literally runs our business operations. From initial proposals, sales and CRM to team and project management, invoicing & generating purchase orders. I would definitely recommend Specifi to anyone running a small to medium size audio visual or electrical company that wants a simple to use software that gets the business organised and looking super professional.
Specifi has significantly improved the efficiency of our day-to-day business operations. The software is incredibly easy to use and has helped us create an organised and streamlined setup. Their aftersales service is outstanding; they're always available to assist and consistently roll out updates with valuable new features. This commitment to ongoing improvement sets them apart. I highly recommend it.
We chose Specifi for its modern interface, streamlined project timelines, and advanced time management and proposal software. Specifi has streamlined our process from start to finish, and provides a more professional appearance to our clients. Their support is superb, often fixing issues within minutes of them being reported. They're innovating at a much faster pace than others in the space.
