Get paid faster on Polaris.
You did the work. PolarFixed helps your invoice clear Polaris, New York City’s automated payment system, the first time, so the money you already earned starts moving.
PolarFixed AI is free for 7 days. Cancel anytime during your trial.
- Invoice number matches, no dashes
- Amount matches the PO
- Sign-in sheet and agenda attached
- Service period inside the PO
Trusted by
Built for Vendors Who Invoice NYC Public Schools
Prime vendors and subcontractors, your first invoice or your hundredth. You don’t have to be based in New York.
Services & Training
Sessions, trainings and on-site work, backed by an agenda and a signed sign-in sheet.
Goods & Materials
Supplies and equipment, backed by a delivery receipt, a tracking number and a delivery date.
Software
Licenses and subscriptions, billed for the right period with clear start and end dates.
Food Delivery
Meals delivered to sites, backed by a log that site staff sign at each delivery.
Your Polaris Assistant, Any Time You Need It
Upload your invoice, PO and paperwork. PolarFixed AI flags what will stall before you submit, explains every status and drafts your follow-ups.
Check Before You Submit
It reads your invoice and your PO together and flags what a reviewer would send back, while the fix still takes seconds.
Fix a Rejected Invoice
Share the rejection note and your invoice details. It pinpoints why the invoice came back and exactly what to change before you resubmit.
Troubleshoot With Your Screenshots
Drop a screenshot, a rejection note or a PDF into the chat and ask what it means and what to do next.
Every Polaris Step and Status
From Draft to Payment Issued, it explains what each status means, how long it usually takes and when to act.
Build a File Polaris Accepts
Ask which documents go with your invoice, from the scope of work and work order to the sign-in sheet or proof of delivery.
PO Certification Emails
It drafts the short, friendly emails that ask for PO certification, with your PO and invoice numbers in them, ready to send.
Software Subscriptions
Get help invoicing a subscription so the billing period and the license dates line up with what was approved.
Materials and Commodities
Ask what documentation goes with goods, from an itemized invoice that matches the PO line by line to proof that the goods arrived.
Food Delivery Proof of Delivery
Get guidance on the per-delivery records a meal invoice needs, signed at the site on the day of each delivery.
Earned Isn’t the Same as Paid.
You earn the money the moment you finish the work. You get paid when a clean, matching file passes review and the payment is released. PolarFixed works in that gap, so one late lump sum can become payments throughout the year.
- PerformedYou did the work. Nothing exists on paper yet but your own records.
- DocumentedProof you did it, created close to when you did it, like a signed sign-in sheet.
- SubmittedThe claim is in Polaris. Submitted only means it arrived.
- ClearedA reviewer matched it against your paperwork and didn’t send it back.
- PaidThe funds are released to you.
Four Steps to an Invoice That Clears
Do them in order. The right steps in the wrong order can still stall a payment.
Open the Right PO
Every invoice is built against a specific purchase order. Confirm it’s the PO for this job, character for character.
Build and Check
Use an invoice number with no dashes, the right fiscal year and an amount that matches the PO. Then run it past PolarFixed AI.
Attach and Submit
Upload every document that applies to the job, then submit. Your invoice moves from Draft to Submitted.
Follow It to Paid
Ask for PO certification the day you submit, watch the status, and act the same day if anything comes back.
Every Digital Tool to Get Paid
PolarFixed Pro adds four tools to PolarFixed AI, so every invoice has its forms, its check and its next step in one place.
The Get-Paid Kit
Six forms that back up an invoice, ready to fill in and print.
See the formsPre-Submit Check
Upload your invoice and backup and get a report that says Ready or Fix first.
How it worksPayment Tracker
Every invoice, its status and its next step, with PO certification follow-up reminders.
How it worksTeam
Give a teammate, like your bookkeeper, their own sign-in.
How it worksRather Hand It Off?
Our team runs your Polaris invoicing end to end. You approve every invoice, and we handle the rest.
- Invoices built against the right PO
- Documents assembled and attached
- PO certification followed up
- Each payment tracked to issued
Paid the First Time
A 45-minute live training on getting paid by NYC Public Schools without Polaris rejecting your invoice. The next date is coming soon.
- Why Polaris pays the file, not the work
- The three checks every payment has to pass
- How to turn one late lump sum into payments throughout the year
Frequently Asked Questions
Plain answers before your next invoice.
What is Polaris?
Polaris is New York City’s automated payment system. City agencies and NYC Public Schools pay vendors through it. If your invoice doesn’t clear Polaris, you don’t get paid, no matter how good the work was.
What is PolarFixed?
PolarFixed helps vendors, service providers and subcontractors get paid through Polaris. Use PolarFixed AI on your own, add every digital tool with PolarFixed Pro, or have our team run your invoicing with Done For You.
Does PolarFixed log in to Polaris or submit for me?
PolarFixed AI and PolarFixed Pro don’t connect to Polaris or see your account. You stay in control of your own submissions. If you’d like our team to handle submission for you, that’s Done For You.
Why do invoices get rejected?
Usually a mismatch between the invoice and the PO, a missing document like a sign-in sheet, math that doesn’t add up, or a small formatting error such as a dash in the invoice number. PolarFixed AI checks for these before you submit.
Is there a free trial?
Yes. PolarFixed AI is free for 7 days. You aren’t charged during the trial, and if you cancel before it ends, you aren’t charged at all.
Does my business have to be based in New York?
No. If you invoice NYC Public Schools or a City agency, your payment moves through Polaris wherever your business is based.
Do you guarantee payment?
No. Whether an invoice is accepted or paid is decided by the people who review it. What PolarFixed gives you is an invoice built to clear the first time, with the right documents behind it.
More answers in the Help Center.
The Money Is Already Earned. Get It Moving.
Start PolarFixed AI free for 7 days, or book a quick call and let our team run your invoicing.
Get paid faster on Polaris.