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Pay Vendor Invoices Against The Work You Approved

Check each invoice against its work order and approved scope, then pay by card or ACH inside ClearFM. A flat 3% on payments processed, credited back toward your plan fee.

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sampled IRS contract payments, worth $49.4 million, were supported by the required quality assurance inspection report.

Source: Treasury Inspector General for Tax Administration, Despite Previous Recommendations, Contract Documentation Issues Persist (2025)

Payment is where facility work goes quiet. The job was finished in March, the invoice arrived in April with a line item nobody recognizes, and now two people are digging through email to figure out what was actually approved. The provider calls to ask about it. The manager who signed off has moved to a different region. Everyone is reconstructing a decision from memory, and the invoice sits unpaid for another three weeks.

The fees are their own problem. Some platforms charge a setup fee, then a fee per request for proposal, then a percentage on top, so you pay three times for one transaction. Meanwhile accounts payable keys invoices in from PDFs, the provider calls twice a week asking when they’ll be paid, and your best vendors start pricing the wait into their next bid.

ClearFM ties each vendor invoice to its work order and approved scope, lets you pay it by card or ACH in the same place, and charges a flat 3% on payments processed, credited back toward your plan fee.

Invoices you can check in one pass, vendors paid on a date they can plan around, and a platform fee that shrinks as more work runs through it.

What you get

Invoices tied to scope

Every invoice traces back to its work order and the scope that was approved. A charge for work nobody requested shows up as a mismatch before payment, not in a quarterly variance report.

Pay by card or ACH

Pay the provider from the invoice by card or ACH. Payments run through Stripe, a PCI-DSS Level 1 certified processor, and ClearFM never has access to your full card details.

Flat 3%, credited back

Three percent on payments processed through ClearFM, on every plan. What you process is credited toward your plan fee, and there’s no setup fee and no charge per request for proposal.

How it works

01

Approve the scope

Work gets requested, scoped and approved inside ClearFM, so the agreed price and the agreed work are recorded before anyone shows up on site with a truck.

02

The provider invoices the work order

The provider bills against the work order rather than a blank invoice template. Line items reference what was approved, so there’s nothing to reconstruct later from email threads.

03

Review against the scope

If the total or the line items don’t match what was approved, the gap shows before you pay. Approve it, question it on the invoice, or send it back.

04

Pay by card or ACH

Pay through ClearFM at 3%. The provider gets paid on a date they can plan around, and the amount processed counts toward your plan fee.

Why teams run this on ClearFM

Stop paying three fees for one transaction

Flat 3% on payments processed, and that’s the whole payments bill. No setup charge to get started, nothing per request for proposal, and no separate transaction fee stacked underneath. The rate is the same whether you’re running two properties on Free or four hundred on Enterprise, so budgeting doesn’t change when you grow.

Payments processed through the platform are credited toward the plan fee. A team running real volume finds the subscription largely covered by work it was going to pay for anyway, which changes the conversation from whether the tool is worth the spend to how much of it the spend already covers.

Invoices arrive through the same system that holds the work order, so a provider isn’t emailing three people to ask who approves what. Predictable payment dates keep good vendors happy, and the collections calls that used to eat a Friday afternoon mostly stop.

An invoice that doesn’t match the approved scope is visible as a mismatch, not as a number you notice three months later in a variance report. The extra $900 of work somebody added on site becomes a conversation while the details are fresh, and either it gets approved or it doesn’t.

The facility team and the provider are looking at the same work order, the same approved scope, and the same invoice. Disputes get shorter because there’s less to establish: what was asked for, what was agreed, and what was billed all live in one place with dates attached.

Because payment sits next to the work order, your payment history is also a record of what each property cost to maintain and which providers billed what. From Starter up that history has no time limit, so last year’s numbers are still there when someone asks why a site’s spend doubled.

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Built for Real Estate & Facility Teams

  • Facility Managers
  • Accounts Payable Teams
  • Property Management Firms
  • Regional Property Managers
  • Multi-Site Retail Operations

Looking for your role or your sector? Start here:

Questions people ask

How much does ClearFM charge to process payments?

A flat 3% of the payment amount, on every plan including Free. There’s no setup fee and no charge per request for proposal, and the rate doesn’t improve or worsen with plan tier. Payments you process are also credited back toward your plan fee, so the processing cost and the subscription cost aren’t fully additive.

No. Work orders, requests for proposal, and vendor records all work whether or not payment runs through the platform. Running payments through ClearFM is what connects the invoice to the approved scope and what credits money back toward your plan fee, so teams that do it get a tighter record and a smaller effective software bill.

You see the gap before you pay. Each invoice is attached to a work order and the scope approved on it, so a line item nobody requested or a total above the agreed price reads as a mismatch rather than a surprise. Both sides are looking at the same record, which makes the conversation about the work instead of about whose email is right.

Yes. Vendor invoices can be paid by card or ACH from inside ClearFM, processed through Stripe. The 3% rate is the same on every plan, and payments processed are credited toward your plan fee.

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