How to create a scheduled contractor invoice

An Employer (company owner, super admin, or customized role) can create a scheduled contractor invoice while adding the new contractor or after the contractor has been fully onboarded.

In this article, we will cover: 

• When onboarding a contractor
• When the contractor has finished the onboarding
• Bulk create scheduled invoices for several contractors
• Reviewing scheduled invoice discrepancies

When onboarding a contractor

As you're adding a new contractor to your company account, you can choose to set up a scheduled invoice for them. 

1. During the Add a new contractor flow, when you get to the Invoice schedule tab, choose Create invoice schedule now. 
   
   
    
2. You will be taken to the page where you can fill out the details of this contractor's invoice schedule.
3. Once complete, click on Continue to finish the Add Contractor flow.

When the contractor has finished the onboarding

For contractors who have already been onboarded, you can still schedule an invoice for them from the Contractor Payments tab. 

1. Click on Schedules from contractor payments section, click on Create invoice schedule.
2. Select the Create single schedule option to schedule an invoice for a contractor.
   
   
    
3. Choose the contractor and fill out the details of their scheduled invoice, then click on Create schedule.
4. When you schedule an invoice for a contractor, they receive an email and an in-app notification to let them know. If they do not have a withdrawal method, they'll have to set one up so they can receive payment for their scheduled invoice. 
5. Under Schedules tab, you also have an overview of all the scheduled invoices.

Bulk create scheduled invoices for several contractors

Alternatively, to save time, you can bulk-create scheduled invoices for several contractors.

1. From the Contractor payments section, select Schedules and click on Create invoice schedule.
   See also: How to use pre-filled contractor rates when bulk scheduling invoices
   
   
    
2. Choose Create schedules in bulk.
3. From the product selection page, choose what type of contractor you want to create schedule for: 
   • Engaged by company's entity for: Contractor Management & Contractor Management Plus
   • Engaged by Remote's entity for: Contractor of Record
4. Select your preferred option then click Continue.
5. On the next page, choose the contractors you want to generate a scheduled invoice for. Based on this, the Generate CSV file button will appear which you should click on to download the CSV. The pre-filled data includes Name, Employment ID, and Contractor Rate.
6. Fill out the CSV file, then click on Continue.
   
   
    
7. Upload the CSV file.
8. After uploading the CSV file, the server will validate the CSV file and divide rows by failures and successes. For the failures, you can export the CSV with just the rows that contain errors and fix the data.
9. Once the uploaded CSV file is free of errors, you will be taken to the invoice confirmation page. If the details are satisfactory, click on Confirm. This will create the scheduled invoices and send a notification to the contractors.
   
   

It's advisable to set up automatic payments for scheduled invoices, so you don't have to return to the platform to make payment for the invoice when it's due.  

Reviewing scheduled invoice discrepancies

Remote automatically flags a scheduled invoice as a discrepancy whenever the submitted amount no longer matches the original scheduled amount. For COR, this typically happens when a contractor edits an invoice generated from a schedule (for example, changing the net amount, adding VAT, or submitting in a different currency). For CM and CM+, it usually happens when the schedule itself is edited after some invoices have already been created. In either case, flagging these invoices lets you focus manual review on the ones that need attention and approve the rest with confidence.

What triggers a discrepancy:

• The contractor changes the net amount (up or down)
• VAT added by the contractor changes the total
• Currency mismatch between the submitted and scheduled amount

What does not trigger a discrepancy:

• Description or note changes
• PDF attachments added or removed
• Invoice submitted at the exact scheduled amount, even if other fields differ

Note: Discrepancy detection only applies to invoices generated from an active invoice schedule. One-off invoices are not affected.

Warning banner

When any pending invoices have amount discrepancies, a yellow warning banner appears at the top of the Approval tab. Click Review invoices to automatically filter the table to show only invoices with discrepancies. The banner is only shown on the Approval tab.

Warning icon

In the invoices table, a yellow warning triangle (⚠️) appears next to the amount on any invoice with a discrepancy. Hover over the icon to see a tooltip with more details. This icon appears in both the pending invoices table (Approval tab) and the all-invoices table.

Discrepancy filter

Use the filter dropdown to view invoices by match status:

• Invoice amounts that vary from schedules — shows only invoices with discrepancies
• Invoice amounts matching schedules — shows only matched invoices

The filter is automatically applied when you click Review invoices from the banner and cleared when you navigate away from the Approval tab.

Note: A discrepancy flag does not block approval. You can still approve a flagged invoice — the warning is informational only.

See also:

• How to set up scheduled payouts for contractor invoices
• How to add a bank account as a contractor
• How to assign a withdrawal method to a scheduled invoice
• Contractor invoicing currency and guaranteed payouts