Support & setup guide

Win! is a revenue automation platform for B2B field service companies — commercial HVAC, refrigeration, electrical, plumbing, facility maintenance, AV, fire & security, and any other B2B business that invoices through Xero or QuickBooks Online. We automate the entire collection cycle: hosted payment links, autopay, automated reminders, credit card surcharging, and instant reconciliation back into your books. Payments are one feature, not the whole product.

Xero and QBO create the invoice. Win! collects the money. Your accounting software can send an invoice email — but it can't add a hosted checkout page, charge a saved card automatically on autopay, send follow-up reminders until the invoice is paid, enforce credit card surcharge compliance state-by-state, or mark the invoice paid the moment the payment clears. Win! adds all of that, in a fully branded experience, without you doing anything manually.

No — connect whichever one you already use. Win! works with either Xero or QuickBooks Online (or both, if you keep separate books in different countries).

Yes. Win! uses Stripe Connect direct charges, which means payments go straight into your Stripe balance. We never hold funds. If you don't have a Stripe account yet, you can create one free during the setup flow.

About 10 minutes total: roughly 3 minutes to connect Xero or QuickBooks Online, 5 minutes to onboard or link your Stripe account, and 2 minutes to send your first payment link. Most users collect their first payment on the same day they sign up.

Yes — and the difference is most significant on ACH bank transfers, which is how most service businesses collect large invoices:

On any ACH payment over $500, Win! customers pay $5 — half the $10 cap charged by QBO Payments. If you're currently collecting via QuickBooks Payments, switching to Win! can easily pay for the monthly subscription cost in processing savings alone.

Yes — 30 days, full access to every feature, no credit card required. You can connect your accounting platform and Stripe, send live payment links, and collect real payments during the trial. When the trial ends you choose a plan from the Billing page; if you don't, collection links are paused until you do.

Win! starts with a 30-day free trial — no credit card required. After that, two tiers:

• Starter — up to 100 invoices/month · $85/mo, or $75/mo paying annually (save 12%), or $65/mo paying 2 years upfront (save 24%).
• Unlimited — no invoice cap · $185/mo, or $165/mo annually (save 11%), or $145/mo paying 2 years upfront (save 22%).

Both plans include full branding — your logo and primary color on every payment page, email, and receipt. Choose a plan from the Billing page after your trial. Stripe processing fees are billed separately by Stripe.

Invoice volume only. Starter covers up to 100 invoices per month — enough for most field service teams. Unlimited removes that cap. Every other feature — branding, autopay, reminders, reconciliation, surcharging, Client Intelligence, and the customer portal — is identical in both plans.

Yes — branding is included in both plans. Go to Settings → Branding to upload your logo and set a primary color. They appear everywhere your customers see Win!: the hosted payment page, the autopay enrollment email, every automated reminder, and each payment receipt.

Client Intelligence is Win!'s payment behaviour analytics dashboard. For each client it shows average days to pay, on-time rate, autopay adoption, total collected, and outstanding balance — all filterable by 30, 90, 365 days, or all time. Use it to identify slow payers, measure the impact of autopay enrollment, and prioritise who to follow up with.

Cards (Visa, Mastercard, Amex, Discover) everywhere, plus local methods enabled in your Stripe account — ACH direct debit in the US, BACS in the UK, BECS in Australia, SEPA in the EU, and more.

Yes — if your state allows it. Go to Settings → Business Profile, select your business state, and check the attestation box. Win! instantly checks whether your state permits credit card surcharging:

• State allows surcharging: The card fee toggle unlocks. Enable it and Win! adds the fee to the checkout total, shows the required disclosure to your customer, and auto-refunds the surcharge on any debit card transaction.
• State restricts surcharging: The toggle stays locked. You cannot accidentally collect a surcharge — Win! enforces the restriction at the account level and on every customer checkout page.

Win! has a built-in compliance engine that tracks US state rules for credit card surcharging and ACH convenience fees. Here's how it works:

• Business Profile attestation — you confirm your business state once (Settings → Business Profile). This is a one-time 30-second step.
• Real-time rule enforcement — Win! checks your state against the current restricted-state list and enables or disables fee toggles accordingly.
• Payment-link gate — if your Business Profile isn't complete, Win! blocks your customer payment page entirely until you finish setup. No partial or misconfigured checkouts.
• Automatic updates — if a state's law changes, Win! updates enforcement platform-wide. You don't need to monitor state legislation yourself.
• Debit card auto-refund — surcharges on debit cards are detected and refunded automatically, as required by Visa and Mastercard network rules.
• International blocking — EU and UK customers are never surcharged, regardless of your settings, in compliance with those regions' laws.

Yes. Some US states restrict ACH convenience fees as well as card surcharges. Win!'s compliance engine enforces both from the same Business Profile attestation. If your state restricts ACH fees, the ACH fee toggle in Settings is automatically disabled — one setup step covers both fee types.

A small number of US states currently prohibit or materially restrict credit card surcharging. Win!'s compliance engine maintains that list and enforces it automatically based on the state you confirm in your Business Profile — you don't need to look it up or monitor state legislation yourself. If your state restricts surcharging, the card fee toggle in Settings will be locked and your customers will never be charged a surcharge, regardless of your other settings.

It's a one-time compliance step in Settings → Business Profile where you confirm the US state your business operates in. This is what Win! uses to determine which surcharge and ACH fee rules apply to your account. It takes about 30 seconds, and you only ever need to do it once (unless your business moves to a different state). Until you complete it, fee toggles remain locked and customer payment links show a "setup not complete" message rather than a live checkout.

Your customer clicks an enrollment link and saves a card or bank account once. Every time you issue them a new invoice in Xero or QBO, Win! automatically charges the saved payment method and marks the invoice paid. They can cancel anytime from a self-service portal.

Yes. Open the client from the Clients page and click Send Unpaid Invoices. Win! sends a single email listing every outstanding (due or overdue) invoice with a direct Pay link for each one, plus a Pay Invoices button at the bottom. Every link points to the autopay-enabled checkout so the client can save a payment method at the same time if they choose.

Yes. When a Stripe charge succeeds, Win! writes a payment back to the matching invoice in your accounting platform within seconds. No manual reconciliation, no exported CSVs. Invoice and contact data syncs from Xero and QBO once per hour so your dashboard stays current.

Anywhere Stripe operates (40+ countries). Pricing tiers are localised for the US, Canada, UK, Australia and the Eurozone, with PPP-adjusted rates for other regions. You charge in your customer's native currency.

Card data never touches our servers — Stripe handles it directly in their PCI-DSS Level 1 environment. We store accounting metadata (invoice numbers, customer emails, balances), encrypted at rest, and you can revoke access from Connections at any time. See our Privacy Policy for full details.

Yes — open Connections and click Disconnect on any provider. We immediately invalidate the access token and stop syncing.

No — and that's the point. We sit alongside Xero or QBO and Stripe, not in front of them. Your books, your bank, your customer relationship — we just make collecting payment effortless.

The Field Tech App is a mobile-optimised web app your technicians use on-site to create invoices and send payment links — without needing access to your Win! dashboard. Invoices are pushed directly into Xero or QuickBooks Online the moment the technician taps Create, and a hosted payment link is emailed to the client automatically.

No — that's the point. A technician can create a professional invoice, push it to Xero or QBO, and send the client a payment link all from their phone while still standing at the job site. No paper invoices, no re-keying back at the office, no waiting until Monday to bill. The Field Tech App runs in any smartphone browser — no app to install.

Xero and QuickBooks Online require every invoice line item to specify an income (Sales) account and a tax code before they will accept it. Unlike invoices you create manually in your accounting software — where the UI will prompt you to fill in missing fields — Win! pushes invoices via the API, which enforces the same rules without a human in the loop.

If a product is missing its Sales account or Tax rate, Xero / QBO will silently reject that invoice. Win! captures the error and queues the invoice for retry, but it will keep failing until the product is fixed in your accounting software. Go to Business → Products and services in Xero, or Sales → Products and Services in QBO, and make sure every item has both fields populated.

The invoice is saved in Win! and the client still receives their payment link. Win! retries the push to Xero / QBO automatically on the next hourly sync. You can also force an immediate retry from the Connections page by clicking Sync Field Invs on your accounting platform card.

No. Each technician only sees invoices they personally created. Your Win! dashboard shows all field invoices across the whole team.

No. Technicians log in to the Field Tech App using a one-tap link you generate in Win! Settings — no Xero, QBO, or Stripe credentials are ever shared with them. They see only the client list and product catalogue relevant to their work.

Partially. If no accounting platform is connected, field invoices are saved in Win! and payment links are still sent to clients. However, without Xero or QBO connected there is no product catalogue to pick from — technicians would need to enter free-text line items manually, and invoices will not sync to any accounting ledger until you connect an accounting platform and trigger a manual sync.

The Field Tech App caches your product catalogue for 5 minutes. After you add, edit, or remove a product in Xero or QBO, it will appear (or disappear) in the app within 5 minutes without any action needed from your technicians.