1. Create the invoice
Build a structured invoice in minutes. The invoice number anchors every downstream step: checkout link, payment status, payout timing, and the journal entry you export to Xero or QuickBooks.
Freelancer + agency platform
Invoice, collect, review, and get paid in one record
Send the invoice, share a hosted checkout link, track the payment, and withdraw funds. Every step lives on one record. Export to Xero or QuickBooks at month-end.
Invoice to checkoutClient paymentStatus visibilityPayout records
Invoice-to-payout record
One workflow keeps the client payment, review state, and payout history attached.
Invoice refattached
Payment stateattached
Payout proofattached
Invoice
Reference created
Checkout
Client pays
Review
States stay visible
Payout
Record closes
Built for the full invoice flow
Invoice, payment, and payout share one record
One record from invoice to settlement
Each client payment attaches to its source invoice, the checkout session, and the Stripe or Wise reference. Support and finance read the same truth.
Review states visible on the invoice
Pending, held, and failed states live on the invoice with reason codes. Support answers status questions instantly. Finance reconciles without digging through logs.
Proof flows through to quarter close
Bank entries, Xero/QuickBooks exports, and provider references trace back to the source record. Audit requests read off the same artifacts the run produced.
Capabilities
What each step looks like in practice
2. Share a hosted checkout link
Your client clicks a branded payment link (card, bank transfer, or wallet). The checkout session, amount, and Stripe reference stay tied to the original invoice.
3. Payment lands, compliance gates fire
The record updates to pending, held, ready, or flagged with a reason code. No status spreadsheet. No "did they pay?" Slack messages.
4. Withdraw with a full audit trail
Pull funds to your bank. Timestamps, provider references, and proof of payment stay connected. One export at month-end reconciles clean in QuickBooks or Xero.
01
4
Steps
Invoice to withdrawal
02
1
Record
From send to settle
03
Live
Status
Pending, held, ready
04
1-click
ERP export
Xero or QuickBooks
How it works
Launch one invoice flow, then expand the record
When Gruv is the strongest fit
You invoice clients in multiple currencies
Invoice in GBP, collect in EUR, withdraw in USD. One record tracks the invoice, checkout, payment, FX rate, and payout.
Clients drop off at the payment step
A branded checkout link replaces "please wire to this account." Clients pay by card or bank transfer in two clicks. You see confirmation instantly.
You check three dashboards to confirm a payout
Pending, held, available, withdrawn: one place. No logging into Stripe, then PayPal, then your bank to piece together what happened.
Month-end reconciliation takes a full day
Every invoice, payment, and withdrawal links to one record. Export to Xero or QuickBooks in one click. Your accountant stops asking for screenshots.
Works alongside
Modules and resources to explore next
Free invoice generator
Create a professional invoice in 60 seconds. No signup, no watermark.
Freelancer workflow
Full Merchant of Record: tax, compliance, and payouts for solo operators and agencies.
FX conversion
Lock rates on 40+ currency corridors with transparent mid-market pricing.
Integrations
REST APIs, Slack webhooks, CSV imports, and journal exports to QuickBooks or Xero.
Pricing
Per-transaction pricing with volume tiers. No platform fees, no minimums.
Trust and coverage
Security reviews, coverage checks, controls, and launch planning.
Frequently Asked Questions
Who is this workflow for?+
Freelancers, agencies, and solo operators who invoice clients and want one place for the invoice, checkout link, payment status, and withdrawal. If you pay external talent, start with the Merchant of Record business path instead.
Do I need to build my own checkout page?+
No. Gruv generates a branded payment link tied to the invoice. Your client clicks it, pays by card or bank transfer, and you see the confirmation on the same record. No code required.
What happens after my client pays?+
The record moves to "ready" or "held" depending on your review settings. You see the timestamp, provider reference, and available balance. Withdraw when ready. The full trail exports to Xero or QuickBooks.
Can I start with one client or one market?+
Yes. Start invoicing one UK client in GBP. Add EUR clients, more payout methods, or deeper finance reporting when ready. No re-integration needed.
Does Gruv handle VAT and GST?+
In Merchant of Record mode, Gruv calculates buyer-location tax (VAT in Europe, GST in Australia), includes it on the invoice, and the return is filed under the MoR program. You receive the net amount.
How is Gruv different from combining Stripe, PayPal, and a spreadsheet?+
You end up logging into three dashboards, copying references into a spreadsheet, and spending a day reconciling at month-end. Gruv keeps invoice, payment, payout, and export on one record from the start.
Send your first invoice in 60 seconds
Try the free invoice generator now, or talk to us about setting up the full invoice-to-payout workflow for your freelance or agency program.
Most teams launch with one corridor or client cohort, then expand once the record holds together end to end.