The Invoice Policies section within the Contract Settings tab provides a simple way to manage and track payment cycles, contract statuses, and invoice due dates. This feature allows users to easily create, view, and modify policies that govern the invoicing process for Fixed and Pay As You Go contracts.

Within the Invoice Policies section, Clients can create new policies and manage existing ones. Each policy row will display key information, including the payment cycle frequency, the number of active workers, and the current status of the policy.

Policy Statuses and Details

Policies can have one of the following status indicators:

ACTIVE: The policy is live, with at least one active contract and no pending edits.
INACTIVE: No active contracts are associated with the policy.
AWAITING SIGNATURES: If any contract in the policy is awaiting signatures, this status will be displayed.

When clicking on a policy, clients can view:

Payment cycle details
Invoice due dates
The full list of contracts assigned to the policy (active, awaiting signatures, or in other stages)

This feature offers full visibility into the status of all contracts, ensuring smooth management and compliance throughout the contract and invoicing processes. Additionally, policies can be amended and updated seamlessly, with clear status markers to help track progress.

How to Create an Invoice Policy

✅ Step 1 - Create policy

From the Organization Settings, select the Contract option and click on the Invoice Policies tab. Then, click Create.

During the contract creation flow, clients will see some default policies, but there is also a Create Policy option in the top right corner that allows them to create a custom policy and assign it to the worker immediately.

✅ Step 2 - Add policy details

Clients will be asked to provide the following information:

Invoice policy details: name and description
Invoice cycle: monthly, weekly, bi-weekly, or semi-monthly
Configure invoice policy: end of work cycle, invoice due date, invoice finalization date, and pay ahead of the weekend

(See the definitions section below for what each field means.)

✅ Step 3 - Review and create policy

During contract creation, in the Payments and Dates step, clients can either select an invoice policy to assign to the contractor or toggle the option to not assign a policy. If they choose not to assign one, they won’t benefit from centralized invoice management.

Note

Policies can only be removed if there are no active contracts or contracts awaiting signature within them.

Invoice Policies Definitions

Payment frequency: Bi-weekly, weekly, monthly, or semi-monthly → indicates how often invoices are issued.
End of the cycle: When the payment cycle ends. For example, it could be at the end of the month for monthly cycles, or on a specific date like the 25th. For weekly cycles, it might be “every Monday” or “every Friday.”
Pay due date: The date when the invoice is due, and therefore when the contractor will receive their payment.
Pay ahead of the weekend: If this is activated and the pay due date falls on a weekend, we will release the funds on the preceding Friday. Please note this does not account for national holidays.
Issue date: This is when the invoice is issued. It’s related to the pay due date, typically set as “X days before the pay due date.” Currently, this can be controlled at the group level, not within the policy itself.

Contract Amendments

Similar to contract creation, via the Edit Contract flow, clients can amend any contract and either move it to a new policy or simply modify the details separately.

Editing Invoice Policies in bulk

Clients can also edit payment policies in bulk. This can be done by following these steps:

✅ Step 1 - Select the contractors

From the All People tab, click the three vertical dots in the top right corner and select Bulk Edit Worker Details.

Click Download current data of workers and select the workers to include.

✅ Step 2 - Select the invoices policy

When choosing which fields to include in the file, check Invoice Policy.

✅ Step 3 - Download the current data

The downloaded CSV file will contain an Invoice Policy field. Edit this field to reflect the new policy you want to assign to the selected workers.

✅ Step 4 - Upload the edited file

Once all the changes are made, upload the edited CSV file back to the platform.

Notes

When updating payment policies in bulk, the first payment date will automatically be set to the closest upcoming payment date. Unlike the single contract edit flow, there isn’t an option to choose a custom first payment date in bulk.
For fixed-rate contracts that require prorated payments, the system calculates the pro rata amount based on calendar days. If needed, clients can manually adjust these invoices after the bulk update.

Important

For fixed-rate contracts, when editing a policy that involves a payment cycle change (for example, from monthly to semi-monthly), the rate is not automatically adjusted. Clients must update the rate manually to match the new cycle.

Example: If a monthly rate is set to USD 5,000 and the cycle changes to semi-monthly, the rate should be updated to USD 2,500. Otherwise, the client would pay USD 5,000 twice per month.

Contact Without Invoice Policy

From the Invoice Policies section, clients can see the distribution of all their contractors across existing policies, as well as any contracts that currently don’t have a policy assigned.

By clicking on Contracts Without Policies within the Invoice Policies section, clients can:

Assign these contracts to an existing policy (individually or in bulk)
Create a new policy using the current configuration
Move them to another policy (note: this requires a contract amendment, and contractors will need to sign the updated contracts reflecting the new policy)