Billing has its own Billing group in the portal sidebar, with three pages:
- Invoices — see your invoices, record approval, and open them to pay.
- Estimates — review and approve estimates before work goes ahead.
- Billing & Payments — integration status and saved payment methods.
Where the numbers come from
Your invoices and estimates live in intSignal's QuickBooks Online accounting system, and the portal shows them from there. intSignal manages that connection. It isn't something your organization connects, disconnects, or configures.
The portal refreshes from QuickBooks automatically. To pull the latest immediately, for example right after intSignal tells you an invoice was issued, select ⟳ Refresh from QuickBooks at the top of the Invoices or Estimates page.
Who can do what
| To do this | Permission | Built-in roles that have it |
|---|---|---|
| See Invoices | Invoices → read | User, Billing, Reports, COO, Administrator |
| Approve or reject invoices | Invoices → approve | Billing, COO, Administrator |
| See Estimates | Estimates → read | User, Billing, COO, Administrator |
| Approve or reject estimates | Estimates → approve | Billing, COO, Administrator |
| See Billing & Payments | Payments → read | Billing, COO, Administrator |
| Add or remove payment methods | Payments → manage | Billing, Administrator |
| See the Integrations status card | Settings → read | Administrator |
For the full breakdown, see Roles & permission groups.
Invoices
The Invoices page is described as "View, approve, and pay your invoices online."
The invoice list
| Column | What it shows |
|---|---|
| Invoice | The invoice number |
| Date | When it was issued |
| Due | When payment is due |
| Total | The full invoice amount |
| Balance | What's still owed. $0.00 once paid |
| Status | open, partial, paid, overdue, or void |
| Approval | pending, approved, or rejected — your organization's internal sign-off |
Use From and To to show invoices from a date range. Choose how many appear per page, from 10 to 150, and use Prev and Next to page through.
Status is the payment state:
- open — issued and unpaid.
- partial — partly paid, with a balance remaining.
- paid — settled in full.
- overdue — past its due date with a balance still owed.
- void — cancelled; nothing is owed.
Approving an invoice
Approval lets your organization record that an invoice has been checked before it's paid. It's a sign-off inside the portal, separate from the payment itself.
Find the invoice
Invoices awaiting a decision show pending under Approval, with Approve and Reject buttons, if you have the approve permission.
Check it
Select View or View & Pay to open the invoice and check the lines against what you expected.
Record your decision
Select Approve or Reject. There's no reason field or confirmation step. The decision is recorded, Approval updates, and the buttons are no longer shown for that invoice.
Warning
Once you approve or reject, you can't change the decision from the portal. If you reject an invoice because something's wrong, tell intSignal what needs correcting.
Paying an invoice
Select View & Pay, which is shown when an invoice has a balance. The invoice opens in a new tab on QuickBooks, where you can pay it online when online payment is available for that invoice. Invoices with nothing owed show View instead, so you can still open them for your records.
If the new tab doesn't open, check whether your browser blocked a pop-up for the portal.
Estimates
The Estimates page is described as "Review and approve estimates." It works like the Invoices page:
| Column | What it shows |
|---|---|
| Estimate | The estimate number |
| Date | When it was issued |
| Expires | When the estimate is no longer valid |
| Total | The estimated amount |
| Approval | pending, approved, or rejected |
To decide on an estimate, open it with View, check it, then select Approve or Reject. As with invoices, the decision is final in the portal once recorded.
Check the Expires date. Approve before it passes, or ask intSignal for a fresh estimate.
Billing & Payments
Billing & Payments is described as "Integrations and saved payment methods."
Integrations
Administrators see an Integrations card showing the state of the three services behind billing:
| Integration | What it is |
|---|---|
| Service Desk | The ticketing system your tickets come from |
| Accounting & Billing | QuickBooks, where invoices and estimates come from |
| Payments | Online card and bank payments through the portal |
Each shows connected or not configured. These connections are managed by intSignal, so if one looks wrong, contact intSignal rather than changing it yourself.
Saved payment methods
Saved cards and bank accounts are used when intSignal enables automatic payments for your organization.
Check Payments first
Saving a card or bank account needs online payments to be set up for your organization. If Payments shows not configured under Integrations, contact intSignal before adding a payment method. Until then, pay invoices with View & Pay.
- Payment methods: your saved cards. People with Payments → manage can select Add card to save one.
- Bank accounts (ACH): bank accounts for automatic payments. People with Payments → manage can select Connect bank account (ACH). The page notes these are "used for automatic recurring payments when enabled by intSignal for your account."
Common questions
An invoice I expect isn't listed. Select ⟳ Refresh from QuickBooks, and check your From and To dates. If it's still missing, contact intSignal to confirm it has been issued.
Someone on our finance team can't approve invoices. Give them the Billing role, or a permission group that includes Invoices → approve. See Users & invitations.
How do I change our services or plan? That's handled by your intSignal account team, not in the portal. Contact them directly.