Add-on module
Send the invoice, chase the money, see what's left.
Invoices with line items that carry straight over from the estimate you already wrote, a payment log that decides for itself what is paid and what is overdue, purchase orders to the vendors you buy from, the bills they send back ageing in plain sight, and a month-by-month profit and loss on a cash basis.
Sold on its own — $49.99/mo or $499/yr, including 400 extra AI credits a month, no other TRACE subscription needed. Also available as an add-on to any plan. Create your account or see pricing.
What it does
Ledger, in detail.
An invoice that starts from work you already priced
A won deal becomes an estimate, and the estimate becomes an invoice with its line items copied across — quantities, units, rates and all. Progress billing works the way you actually bill: several invoices against one accepted quote, each carrying the customer's PO number, because the aerospace and energy buyers won't pay one that doesn't cite it.
A PDF on your letterhead
Your firm's name and logo at the top, the client's underneath, the charges, the tax line if you use one, and the balance due. A partially paid invoice prints what has been received and what is still outstanding, so the same document works as a reminder.
Paid, part-paid and overdue decide themselves
You record payments — check number, ACH reference, date — and the status follows from them and the calendar. Nothing to remember to tick, and no way for an invoice marked paid to disagree with the money actually logged against it. Outstanding, overdue and collected-this-month sit at the top of the list.
What the firm spends, not just what a job cost
Insurance, the radioactive materials licence, fuel, software, the accountant — the overhead that belongs to no single job, categorised and searchable. An expense recorded but not yet paid stays visible without pretending the money has left.
Purchase orders out, bills aged as they come back
A vendor registry, purchase orders on your letterhead with the same line-item editor your invoices use, and one click that turns the vendor's invoice into the unpaid bill it is. What you owe sits in the classic ageing buckets — current, 1–30, 31–60, 61+ — per vendor and in total, and joins the books only on the day you pay it.
A profit and loss by month
Money received against money paid out, month by month, with job costs from the Projects module folded in when you run it. Cash basis throughout: revenue counts on the day the payment landed, not the day you invoiced, which is the version that reconciles against your bank statement.
Exports your accountant can actually use
Invoices, the payment log, expenses and the monthly P&L all export as plain CSV with mappable columns — the format QuickBooks Online and every other package imports. TRACE runs the operational side, your accountant keeps the books, and this is the bridge between them.
How it works
Day to day.
- 1
Turn the estimate into an invoice
One click from the accepted quote copies the line items across; add the PO number and payment terms, and it is ready to send.
- 2
Send the PDF and record what comes in
Download the invoice on your letterhead. As payments arrive, log each with its date and reference — the balance and the status update themselves.
- 3
Put your own costs in
Record what the firm spends as it is paid, categorised. Costs against a specific job stay on that job in Projects.
- 4
Read the month, then hand it over
The Profit & Loss shows revenue, overhead, job costs and the net for each month. Export the CSV when your accountant asks for it.
A record of what you entered, not a set of books
TRACE is not accounting software and does not try to be. There is no general ledger, no journal entries, no balance sheet and no accrual accounting — the Profit & Loss is a cash-basis summary of the invoices, payments and expenses you recorded here, and nothing else. It does not know about payroll, so wages appear only if you enter them as an expense; technician hours logged in the Projects module are costed at the internal rates you set to price a job, which is an allocation rather than money leaving your bank, and are deliberately left out of it. It makes no accounting or tax determination and is not a substitute for your accountant's statements or your own filings. What it gives you is the operational picture between invoicing a client and being paid, in a form your accountant can import.
Want to see it on your own program?
Tell us how your NDT program runs today and we'll show you how this fits it.