How to create a scheduled contractor invoice

An Employer (company owner, company 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

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 Invoicing preferences tab, choose Schedule automatic invoicing. 
   
   
   
   
2. You will be taken to the page where you can fill out the details of this contractor's scheduled invoice.
   
   
   
   
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 Pay contractors tab. 

1. From the Pay contractors tab, click on Schedule invoicing.
2. Choose the contractor and fill out the details of their scheduled invoice, then click on Create.
   
   
   
   
3. 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. 
   See also: 
   How to add a bank account as a contractor
   How to assign a withdrawal method to a scheduled invoice
4. From the Pay contractors 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 Pay contractors tab, click on Schedule invoicing.
   
   
   
   
2. Choose Bulk invoicing.
3. 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.
4. Fill out the CSV file then click on Continue.
   
   
   
   
5. Upload the CSV file.
6. 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.
7. 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.