CRM with Invoicing: Send, Track, and Get Paid, All in One Plac
Most businesses run invoicing out of one app and their customer data out of another. That means manually copying information, chasing payments by hand, and never knowing if a client has even seen the invoice. Viking combines your CRM and invoicing in one platform, so the moment a job is done the invoice is out, the reminder is automatic, and the payment lands straight into the customer's record.
✓ Branded invoices by text and email ✓ Estimates that convert to invoices in one click ✓ Recurring billing with auto-pay ✓ Automated reminders until paid ✓ Every invoice tied to your CRM ✓ Flat pricing, no contracts
What is a CRM with invoicing?
A CRM with invoicing is a platform that combines your customer relationship management and billing tools into one system. Instead of using separate apps for contacts, jobs, and invoices, everything lives together. When a customer record is updated, the invoice reflects it. When a payment comes in, the CRM logs it. When an invoice goes overdue, a reminder fires automatically. For a service business, this means less manual work, faster payment, and a complete view of every customer from first contact to final invoice.
Why running invoicing outside your CRM costs you
The biggest problem with standalone invoicing software is not the cost, it is the gap. When your invoicing tool does not know what your CRM knows, things fall through:
You finish a job but forget to send the invoice because it requires a separate login.
A client pays but the payment is not reflected in their customer record, so your team keeps chasing.
You spend time copying contact details from your CRM into your invoicing app every single time.
You have no idea which open invoices belong to which jobs or how long they have been outstanding.
Viking closes these gaps. Invoicing lives inside the same platform as your contacts, conversations, and pipelines, so every invoice is automatically connected to the right customer, the right job, and the right workflow.
How Viking's invoicing works
Send an estimate.
Before the job starts, send a professional branded estimate to the client by text or email. They tap to accept or reject. No printing, no PDFs, no chasing an answer.
Convert to invoice in one click.
Once they accept, turn the estimate into an invoice without retyping anything. Line items, pricing, taxes, and client details carry over automatically.
The invoice goes out by text and email.
The customer gets a branded message on their phone and in their inbox with a secure link to pay. They tap once and pay, with no app or account required.
Reminders fire automatically if unpaid.
You set the schedule once, email at three days, SMS at seven days, and the system follows up until the invoice is paid. You never manually chase a balance again.
Payment logs to the customer record.
The moment payment arrives, it appears on the contact in your CRM. The pipeline updates, the invoice status changes to paid, and your next workflow (a review request, a rebooking, a thank-you) fires automatically.
What you get with Viking invoicing
Branded invoices by text and email.
Every invoice carries your logo, colors, business name, line items, taxes, discounts, and due dates. It looks like your business, not a generic third-party tool.
Estimates that become invoices.
Send a quote before the work starts. When the client accepts, convert it to an invoice in one click. No double entry, no lost details.
Automated payment reminders.
Set a reminder schedule once and the system handles follow-ups by text and email until every invoice is paid. You control the timing, tone, and frequency.
Recurring invoices with auto-pay.
For maintenance plans, gym memberships, monthly retainers, or any recurring service, set the billing cycle once and it collects automatically on every due date. The customer stores their card once, and every payment processes without any action from your team.
Invoice status tracking.
Every invoice moves through a visible status: Draft, Sent, Viewed, Partial, Paid, or Overdue. You see exactly where every payment stands, at a glance, without calling anyone.
Deposits before the job starts.
Collect a deposit upfront to protect yourself on larger projects. The deposit logs to the contact and the remaining balance invoices when the job is done.
Multiple payment processors.
Stripe, PayPal, Authorize.net, NMI, and Square all connect to the same system. If you already have one set up, connecting it takes a few minutes.
Bank transfers supported.
Clients can also pay by ACH or bank transfer directly from the invoice, no card required.
The result: customers pay with confidence, and you collect faster without taking on security risk.
How Viking invoicing compares to standalone tools
Running invoicing in a separate app works until your business grows. Here is how Viking's CRM-attached invoicing compares to using a disconnected invoicing tool:
Feature
Viking (CRM + invoicing)
Standalone invoicing tool
Invoice tied to customer record
✅ Automatic
❌ Manual copy-paste
Send by text and email
✅ Both
Usually email only
Automated reminders
✅ Built in
❌ Manual or add-on
Estimates + invoice in one flow
✅ One click to convert
❌ Separate process
Recurring billing with auto-pay
✅ Native
Sometimes (paid add-on)
Workflow fires after payment
✅ Automatic
❌ Not connected
One flat price
✅ $297/mo all-in
Usually separate monthly fee
Local service business focus
✅ Built for your ICP
Generic (freelancers, SaaS)
The pattern is clear: a disconnected invoicing tool handles the invoice, but it cannot handle what happens before and after it. Viking handles the whole loop.
One platform from estimate to review
Viking invoicing does not live in a silo. It connects directly to the features your business already uses:
After a job closes, your missed call text back has already followed up on any unanswered calls.
The conversation lives in your all in one inbox, where your team can see every message and the invoice status in one place.
Once the invoice is paid, the workflow automatically sends a
review request, moves the contact in the pipeline, and schedules the next service.
This is what a CRM with invoicing actually means for a service business: the invoice is not the end of the process, it is the trigger for the next one.
Built for every industry Viking serves
Dental Practices
Invoice co-pays and outstanding balances after every appointment. Recurring billing handles scheduled treatment plans without anyone in the office manually sending invoices each cycle.
Med Spas & Aesthetics
Send branded estimates before treatments and convert them to invoices in one click after the appointment. Recurring invoices handle package programs automatically.
Gyms & Fitness Studios
Recurring billing with auto-pay collects membership dues every cycle without anyone on your team lifting a finger, and a failed payment triggers an automatic follow-up.
Home Services & Contractors
Send the invoice the moment you leave the job site, before the customer even gets inside. Collect deposits on large jobs and set automatic reminders on any balance that goes unpaid.
Real Estate Agents
Invoice inspection deposits, staging fees, and service charges quickly with a branded payment link sent by text or email.
Salons & Barbershops
Collect deposits on new-client bookings and send invoices by text after the appointment, so payment happens while the client is still happy with the service.
Built in Phoenix, working for businesses coast to coast
Viking Marketing was built in Phoenix, Arizona, helping local service businesses get paid faster and stop chasing invoices. Real people, real support, your hours.
What Real Businesses Say About Viking
Invoicing questions, answered
How do I send invoices faster and get paid quicker?
Send the invoice the moment the job is done, by text and email, with a one-tap payment link. Viking's automated reminders follow up at the intervals you set, so you never have to chase manually. Most service businesses using this approach get paid within 24 hours rather than waiting days or weeks.
Can I automate my invoicing so I stop doing it manually?
Yes. Viking automates the whole flow: send an estimate, convert to invoice in one click, deliver by text and email, follow up automatically if unpaid, and collect recurring payments on a schedule without any manual sending. The only step you take is marking the job done.
How do I track unpaid invoices and follow up with clients?
Every invoice shows a live status (Draft, Sent, Viewed, Partial, Paid, Overdue) tied to the customer in your CRM. Automated reminders go out at the intervals you set, by text and email, until the invoice is paid. You can also see all overdue invoices in one dashboard without hunting through emails.
Can I create estimates AND invoices in the same software?
Yes. Viking handles both in one flow. Send the estimate by text or email, the client accepts, and you convert it to an invoice in one click. All the line items and pricing carry over, so nothing gets retyped and nothing gets lost.
How do I know if a client has seen my invoice?
Viking tracks invoice status in real time. You can see exactly when the invoice was sent, when it was viewed, and when it was paid, all logged against the customer record. If it has been viewed but not paid, that is your cue to send a reminder or follow up directly.
Can I customize invoices with my company branding?
Yes. Every invoice and estimate carries your logo, colors, business name, line items, taxes, terms, and due dates. The checkout page the customer pays on is also branded to your business, so it looks familiar and professional, not like a generic third-party request.
Can I set up recurring invoices for monthly clients?
Yes. For maintenance plans, memberships, monthly retainers, or any recurring service, set the billing cycle once and Viking generates and sends the invoice automatically every cycle. You can also enable auto-pay so the customer's stored card is charged on each due date without any action required from you or them.
Is invoicing software secure for storing client payment info?
Yes. Payments are processed through PCI-compliant processors (Stripe, PayPal, Authorize.net, NMI, Square). Viking never stores raw card numbers. Card data is tokenized by the processor, meaning a secure token replaces the card number so it is useless to anyone who intercepts it. Customers pay on an HTTPS-encrypted checkout page.
How long does it take to set up invoicing software?
Viking is live within 48 hours of signup, including your invoice templates, branding, and payment processor connection. Onboarding is guided, so you are not setting it up alone.
What is the difference between invoicing and billing software? I
Invoicing software creates and sends individual invoices after a job or service. Billing software typically refers to recurring payment collection, like subscriptions and memberships. Viking handles both in the same platform, so you can send a one-off invoice for a completed job and set up a recurring billing schedule for ongoing clients, all in one place.
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