What PSA billing actually does
PSA billing is the recurring invoice engine inside a PSA platform. It turns agreements, billable time entries, and project milestones into clean invoices automatically — and reconciles payment when it arrives. Done well, PSA billing replaces the spreadsheet-and-QuickBooks dance most service businesses run today.
Written by Orbit Editorial Team
MSP & B2B service-operations writers
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Quick Answer
PSA billing is the recurring invoice engine inside a PSA platform. It turns agreements, billable time entries, and project milestones into clean invoices automatically — and reconciles payment when it arrives. Done well, PSA billing replaces the spreadsheet-and-QuickBooks dance most service businesses run today.
Who it's for
- Service business owners running monthly billing
- Operations leaders chasing billing leakage
- Finance teams reconciling time entries to invoices
Pain points we solve
- Billable hours that never make it onto an invoice
- Monthly retainer invoices generated by hand
- Stripe and QuickBooks reconciliation eating a finance person's week
- Disputes that take hours to research because the ticket history isn't attached
How Orbit fits
Orbit's billing runs natively on the agreement and time-tracking models. Recurring invoices generate on schedule; ad-hoc time approvals roll into the next invoice; Stripe handles collection; reconciliation is automatic.
What Orbit delivers
Agreement-driven recurring billing
Every active agreement generates an invoice on its schedule — flat fee, per-seat, per-device, or hybrid.
Time-to-invoice
Approved time entries roll into the next invoice in one click, with full ticket context attached.
Stripe-native collection
ACH and card payments collect directly via Stripe; payments reconcile to invoices automatically.
Dunning workflows
Automated reminders fire on overdue invoices with escalation rules per client.
Profitability per invoice
Every invoice shows the underlying cost and margin in real time.
When teams reach for this
- Replacing QuickBooks Online's recurring billing for service businesses
- Automating monthly retainer invoices across a portfolio
- Collecting on per-device or per-seat managed-services pricing
- Reducing days-sales-outstanding (DSO) via automated dunning
Frequently asked questions
- How is PSA billing different from accounting software?
- PSA billing handles the recurring invoice generation, time-to-invoice flow, and per-client billing rules. Accounting software (QuickBooks, Xero) handles the general ledger, AR aging, and tax. Most service businesses run both — PSA billing for invoicing, accounting for the books — with sync between them.
- Does Orbit replace QuickBooks?
- Not entirely — Orbit handles the invoice generation, collection, and reconciliation; QuickBooks handles the GL. Orbit syncs invoices and payments to QuickBooks so the books are always current. For finance teams that just need invoicing, Orbit may be enough on its own.
- Can Orbit handle per-seat, per-device, and hybrid billing?
- Yes — agreements support flat fees, per-seat, per-device, per-MB, tiered, and hybrid models. Mid-cycle prorations and overages are calculated automatically.
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