Stackably: The Operating System for How Your Business Gets Paid

Most businesses run on a patchwork of apps—CRM here, accounting there, a separate tool for invoices, and a gateway bolted on at the end. It “works”… until it doesn’t. Data drifts, invoices slip, and cash gets stuck in the cracks.

Stackably, offered by Coastal Payment Systems, is the operating system for revenue—connecting CRM, quotes, invoices, payments (card + ACH), and collections so field, office, and finance work from the same live source of truth.

What Stackably Replaces (and Why It Matters)

Before

• Sales builds quotes in the CRM → Ops re-enters data → AR recreates invoices → Customers receive generic links from yet another system.

• Reconciliation means spreadsheets, late nights, and “Who updated this?”

After (with Stackably)

• Quotes, invoices, and payments live together.

• One click converts a deal to an invoice, Pay-by-Link is attached automatically, and settled payments sync back to QuickBooks—without double entry.

Core Capabilities

1) CRM Integration

Create invoices from opportunities, sync customers and terms, and see real-time payment status in the CRM. Sales knows who’s current, AR knows who needs a nudge.

2) QuickBooks Integration

Two-way sync for customers, invoices, payments, and fees. Post to the right GL every time and close the books faster with clean audit trails.

3) Synced Invoices & Flexible Billing

Line items, taxes, deposits, partials, retainers, and milestone billing—all supported and kept in sync across systems.

4) Reminders & Collections (Built-In Dunning)

Automate friendly reminders before and after due dates. Segment by balance, days past due, or customer type. Add a self-service portal so customers can update payment methods and download receipts.

5) Field + Office, Connected

Reps and technicians can generate estimates and send pay links on-site, while the office sees status updates instantly. Role-based permissions and approval flows keep guardrails in place.

6) Pay-by-Link & Customer Portal

Send secure, branded links via email or SMS. Use one-time or reusable links for repeat orders and retainers. Customers can pay in seconds—no account required.

7) Integrated Payments (Card + ACH)

Accept credit/debit, contactless, and ACH in one platform. Optional Level II/III data improves approvals and can reduce B2B card costs. Tokenization and vaulted methods speed repeat payments.

8) ACH Built for B2B

Lower cost than cards, with instant account verification or micro-deposits, robust return handling, and next-day funding options (subject to approval).

How Businesses Use Stackably

Distributors & Wholesalers - Convert quotes to invoices from the CRM, send Pay-by-Link at ship-confirm, and steer large invoices to ACH.

Contractors & Field Services - Create estimates on-site, collect deposits, and handle change orders with partial payments that sync back to QuickBooks.

Manufacturing & Project-Based Work - Milestone billing with clear terms, purchase order references, and Level II/III support for smoother approvals.

Professional Services & Retainers - Automate recurring invoices, vault payment methods, and monitor cash flow with aging + DSO dashboards.

Security & Compliance

• PCI-compliant processing with tokenization (payment data never touches your CRM).

• Encrypted in transit and at rest.

• Role-based access, approvals, and complete activity logs.

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The Business Case (Why CFOs & Owners Care)

• Faster cash conversion: Fewer clicks to invoice, easier ways to pay, automated reminders.

• Lower total cost: Reduce manual re-entry, errors, and third-party add-ons.

• Cleaner books: Every payment ties to the correct invoice and GL—month-end without the scramble.

• Happier teams: Sales, ops, and finance finally see the same numbers.

Implementation with Coastal Payment Systems

1. Discovery (30–45 min) – Map your CRM objects, invoice fields, terms, and posting rules.

2. Build & Connect – Enable CRM + QuickBooks sync, configure payment methods (card/ACH), and set reminder logic.

3. Menu/Item & Data Import – Bring in customers, items, and open invoices.

4. Go-Live & Training – Field and office teams get role-specific training; we stay on with real human support.

5. Optimize – Quarterly statement reviews and workflow tuning to keep rates honest and AR humming.

FAQs

What is Stackably?

Stackably is a modern Point of Sale (POS) platform designed to help businesses process payments. manage sales and run smarter operations. Unlike traditional POS systems, Stackably focuses on flexibility and affordability- giving merchants the tools they need without unnecessary overhead or complexity.

Which industries or “Stacks” do you support?

Stackably is rolling out vertical “Stacks” (e.g., gyms/fitness, swim, dance, gymnastics, self-storage, field service, healthcare, business to business, ) with tailored features, hardware, and pricing for each industry.

How is Stackably different from Square or Clover?

While Square and Clover offer complex pricing models with extra fees for advanced features, Stackably's approach is simpler. Our software is designed to generate value through payment processing which allows us to keep software costs low- or in some cases, free - so merchants can grow without being weighed down by expensive subscriptions.

Who can use Stackably?

Stackably is built for any business that wants a simple way to take payments and engage customers. The Payment Stack includes free tools to get stared, with industry - specific stacks coming soon.

What features are available today?

Current feature set highlights invoicing, customer/client management, dual pricing/cash discounting, a standard reporting dashboard, recurring billing/memberships, and web/admin apps plus a free smart terminal. (Availability can vary by stack.)

Do you provide hardware?

Yes—a Free Smart Terminal for in-person payments, with additional tied to each stack’s needs.

Does Stackably only handle payments?

No. In addition to payment processing. Stackably helps businesses manage inventory as well as schedule appointments, events, and classes. It also tackles sales performance and streamlines operations. We're building features to make it easier for merchants to connect with customers, reconcile financials, and scale their businesses - all in one system.

Is there an online portal or apps?

Yes—a customer app (for invoices, memberships, community), an admin app (for staff/operations), and an online dashboard for anytime access.

How do I get started with Stackably?

Getting started is easy, just contact us to get started. We will set up your system, onboard your customers and get you going.

Ready to Run on an Operating System for Revenue?

If you’re juggling quotes, invoices, and payments across too many tools, Stackably brings it all together—so your team spends less time chasing cash and more time growing.

What support does Stackably provide?

Stackably offers dedicated onboarding assistance, live 24/7 support, and access to a growing AI powered knowledge base of tutorials and resources.

One system that’s always ready to use.

One quick conversation is all it takes to see how Stackably adapts to your business and fuels growth.

Risk free

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24/7 Support

Let’s talk:

• Email Coastal Payment Systems at info@coastalpaymentsystems.com

• Call or text 877-321-6149

• Complete our FORM

  
  

Stackably™ is your all-in-one platform for industry-specific POS and payment solutions. We bundle the tools, support, and pricing you need to launch fast and grow smart—without the tech headaches.