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Invoicing and payments

Your fee and the ATO, settled in the same tap.

Attach your invoice to the pack the client is already signing, and let them clear their ATO liability at the same time. Funds go to the correct payment reference with real-time confirmation, and the lodgement moves to settled without a follow-up email.

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Correct PRN, every time· Pay in full, in instalments, or defer· No chasing

portal.hartleyco.com.au / marcus-harcourt / payment

Review and settle

FY26 individual return · Hartley & Co

Payment due

Hartley & Co · invoice 2841FY26 individual return preparation $770.00

ATO liabilityPRN 4 8827 1120 4 · due 15 May 2026 $4,280.00

Total $5,050.00

Pay in fullSettled today

InstalmentsSpread the ATO amount

Defer to due dateHeld until 15 May

Pay the ATO directReference supplied

Settled · your fee received and the ATO paid to the correct reference

Two payments, one moment

The best time to get paid is while they are signing.

Every day between the signature and the payment is a day the invoice ages and the ATO amount gets forgotten. Admiin closes that gap to zero.

Your fee

Invoice attached to the pack

Raise the invoice against the lodgement and it travels with the documents. The client sees the fee at the moment they are reviewing the work it paid for, which is when they are most willing to settle it.

No separate invoice email that gets buried
Card or bank, whichever the client prefers
Paid status lands on the client record, not in a spreadsheet
Reminders chase the unpaid ones without you writing them

Their ATO liability

Settled from the signing flow

The amount payable and the payment reference are read off the return, so the client does not log into myGov, copy a reference number, or ring you to ask which BPAY code to use.

The PRN is taken from the return, not typed by hand
Pay in full, spread it over instalments, or defer to the due date
Real-time confirmation back on the client record
Or pay the ATO directly, with the reference supplied

How it works

Four steps, and none of them are a follow-up email.

The amounts come off the return

Amount payable, refund, due date and the payment reference number are read from the lodged document rather than keyed in from the ATO portal.

Your invoice rides along

Raise the fee against the lodgement and it sits in the same pack, so the client sees one total rather than two unrelated requests.

They choose how to pay

In full, over instalments, deferred to the due date, or straight to the ATO with the reference supplied. Their circumstances, not a single take-it-or-leave-it option.

It settles and confirms

Funds go to the correct payment reference with real-time confirmation, and the job moves to settled on the client record.

Close the gap between signed and paid.Run one lodgement through Admiin and watch the fee land the same morning.

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Getting it right

The payment reference is the part that goes wrong.

A payment to the wrong reference does not bounce. It lands somewhere else in the ATO's system, and someone in your firm spends an afternoon on the phone tracing it while the client thinks the matter is closed.

The PRN is read off the return, so nobody transcribes it
No downloading payment slips from the ATO portal to attach by hand
Each entity in a group keeps its own reference and its own amount
Confirmation comes back in real time and sits on the record

Tax pack preparation →

Harcourt family group · FY26 · settlement

Four entities, four references

INMarcus HarcourtPRN 4 8827 1120 4$4,280.00

TRHarcourt Family TrustPRN 5 1140 2287 9$0.00

COHarcourt Nominees Pty LtdPRN 7 2296 4410 1$11,940.00

SMHarcourt Super FundRefund to nominated account+$1,210.00

Payment options

A client who cannot pay today is not a client who will not pay.

Giving people a way through is what turns an awkward conversation into a settled lodgement.

Pay in full

Card or bank, in the same session as signing. The fastest path, and the one most clients take when the option is right in front of them.

Instalments

Spread the ATO amount over a set term with clear costs shown before they commit. The lodgement settles now and the client manages the cash flow.

Defer to the due date

Authorise now, pay on the day it is due. Nothing sits on a to-do list and nothing gets missed because the deadline was six weeks away.

Pay the ATO direct

Some clients would rather pay the ATO themselves. They get the correct reference and the amount, so it still goes to the right place.

Automatic reminders

Unpaid invoices and unsettled liabilities are chased on a schedule, so nobody in your firm is the person who has to ask twice.

Confirmation on the record

Every payment lands back on the client with a timestamp and a reference, so reconciliation is not a monthly archaeology exercise.

Your firm is not the one lending the money. Instalment and deferral options are presented to the client with the terms shown up front. The lodgement settles on your side either way, so the practice is not carrying the client's ATO liability on its own balance sheet.

The flow

Signed and settled in one sitting.

Step 1

Amounts read

Payable, refund and the PRN off the return.

Step 2

Fee attached

Your invoice travels with the pack.

Step 3

Client signs

One link, one session, on their phone.

Step 4

They choose

Full, instalments, deferred, or direct.

Step 5

Settled

Confirmed in real time on the record.

Questions

What firms ask about payments.

Does our fee and the ATO amount get paid together?

The client sees both in the one place and can settle them in the same session, but they are separate payments going to separate destinations. Your fee comes to your firm, and the ATO amount goes to the ATO against the correct payment reference. Neither passes through the other.

Where does the payment reference number come from?

Admiin reads the PRN off the return itself. That removes the step where someone logs into the ATO portal, downloads a payment slip and attaches it to the pack, and it removes the transcription error that sends a payment to the wrong place.

What happens with a group client?

Each entity keeps its own amount and its own payment reference. A family group with an individual, a trust, a company and a fund settles four separate liabilities from one signing session, with the refunds handled the same way.

Are we carrying the risk if a client takes instalments?

No. Instalment and deferral options are presented to the client with the terms shown before they commit, and the lodgement settles on your side either way. The practice is not funding the client's ATO liability from its own balance sheet.

Can clients still pay the ATO themselves?

Yes. Paying the ATO directly is one of the options, and the client is given the correct reference and amount so the payment still lands in the right place. Some clients prefer it, and there is no reason to force them down another path.

How does this show up in our reconciliation?

Every payment is confirmed in real time and recorded against the client and the lodgement, with a timestamp and a reference. That is the record you reconcile against, rather than piecing together bank lines and emails at month end.