How Programa's billing works
Programa's automated workflow follows this process:
Add products to your project schedule
Share items to your client dashboard for approval
Create invoices for approved items in Programa
Invoices automatically sync to QuickBooks or Xero
Receive payment and purchase approved items
Receipts reconcile to invoices via your accounting integration
This approach provides automated accounting synchronization, a clear audit trail, reduced manual reconciliation, and built-in client approval workflow.
Working with retainer-based billing
Programa doesn't automatically track retainer balances or remaining credits. If you currently use retainer-based billing (receiving large upfront payments and drawing down as you purchase), here are three approaches to consider:
Option 1: Transition to line-item billing (Recommended)
Best for: Maximizing automation, new projects, or clients who value transparency
Transition to Programa's line-item billing to leverage full automation. Follow the standard workflow above—add products, get client approval, invoice approved items, and let receipts reconcile automatically.
Implementation tips:
Start with new projects, then transition existing clients at natural milestones
Batch items into weekly, bi-weekly, or per-room invoices as needed
Frame the change as improved transparency—clients see exactly what they're paying for
Option 2: Manual tracking outside Programa
Best for: Completing existing retainer projects or maintaining current client relationships
Track retainer projects manually while using Programa for product management:
Export your project schedule to Excel
Add a "Payment Status" column to track items paid from retainer funds
Manually match receipts to line items and calculate remaining balance
Schedule weekly reconciliation sessions to stay current
Create a standardized Excel template with formulas to auto-calculate balances and speed up the process.
Option 3: Hybrid approach
Best for: Separating design fees from product procurement
Keep retainer billing for design work while using Programa's automation for products:
Invoice design fees upfront as a retainer (outside Programa)
Complete design work and finalize selections
Use Programa's line-item billing for all product purchases
This separates professional fees from product costs and reduces tracking complexity. Update your client agreements to distinguish between design retainers and product billing, and create separate income accounts in QuickBooks for cleaner reporting.
Choosing your approach
Consider:
How many active retainer projects do you have?
Are clients open to billing changes?
What does your bookkeeper prefer?
How quickly do you need to scale?
Need help deciding which billing workflow fits your business? Contact our support team via live chat for personalized assistance.