This article explains how clients can add and approve payment adjustments on behalf of their independent contractors for an invoice. It also covers how to add work submissions for contractors.
Clients can also mass upload line items for their contractors. For more information, see the Mass Uploading Line Items for Contractors article.
In this article:
Adding a payment adjustment to an invoice
Approving a payment adjustment
Submitting Work for a Contractor
How to Add a Payment Adjustment
✅ Step 1 - Select the contractor
Select the upper People icon, and then click the contractor's name in the People List to open up their overview page.
✅ Step 2 - Select the Payments, Expenses & Work Submissions box
✅ Step 3 - Select the contract
When adding an adjustment for a contractor, clients can link the adjustment to a project if the contract has projects assigned. This allows the adjustment (for example, a bonus or commission) to be associated with a specific project for tracking and reporting purposes.
✅ Step 4 - Click Add Adjustment
You can select from the following adjustment types for your contractor:
- Bonus
- Commission
- Deduction
- Expense
- Overtime
- Other
- VAT
- Deel Platform Fee
Clients may have also created a custom expense category to choose from.
When adding an adjustment, clients should specify the type, category, amount, date, and item description.
Clients can also upload supporting documentation, such as an invoice or receipt, along with a description.
Adjustments can be set as recurring by toggling I want to make this recurring when adding an item. Clients can choose to repeat the item every payroll cycle or set a monthly cadence. They can also define a custom frequency and specify a start and end date for when the item should apply.
All recurring items appear in the Recurring Items section, where they can be viewed or removed at any time.
Expenses are reimbursable costs that are connected to carrying out work. Allowances are fixed or recurring amounts provided to the employee as an additional benefit.
Note: Platform Fee
The Platform Fee allows clients to pass Deel’s platform fees directly to contractors through a recurring deduction.
- The fee can only be set as a percentage of the client’s SaaS platform fee (e.g., 100%, 75%).
- It is applied monthly, regardless of the contract’s billing cycle. For example, if the worker is on a weekly cycle, the fee will only appear on the first invoice of the month.
- If applying the fee would make an invoice amount negative, the fee will be skipped for that invoice. If skipped for all cycles in a calendar month, the fee is not applied for that month.
✅ Step 5 – Click Submit
You can add another adjustment for your contractor or click Submit.
If an invoice has been finalized already, then any additional adjustments would be added to a new invoice.
How to Submit Work for a Contractor
For Milestone and Pay As You Go contracts, clients can choose who is allowed to submit work through the Adjustments and Work Submissions tab in Contract Settings. These settings are applied at the organization level. To apply them at the group level, clients should contact their CSM.
To submit work, clients can navigate to the People tab and select the relevant contract. From there, by clicking on Payments, Expenses & Work Submissions, clients can submit milestones, or submit tasks or hours to be included in the invoice.
Submitting Adjustments or Work for Ended Contracts
When a contract has ended, clients can still add one-off payments, milestones, or adjustments, but certain conditions apply:
-
One-off payments and milestones: Clients must check a confirmation box acknowledging that the payment relates to work performed during the contract timeframe.
-
Work submissions and adjustments: These must be dated within the contract timeframe.
Clients may also choose to update the contract termination date to keep the contract active until the final payment is processed.
Bulk option:
Payments for ended contracts can also be processed via the mass upload flow. Contract OIDs must be pulled from the Analytics tab and added manually into the upload template (ended contracts do not populate automatically).
Editing an Invoice Adjustment For a Contractor
Clients can add and edit these invoices until the date the invoice is issued, and after this date, any changes will require a credit note and a new invoice.
If an invoice needs to be altered, Deel will automatically replace the invoice rather than provide an amended invoice. A credit note will be made on the old invoice to cancel it out and prevent payment.
Then, a new invoice will be generated to replace the original.
Please also see: Frequently Asked Questions About Contractor Invoices