Approving and Paying Contractors
When a contractor submits an invoice, it lands in your Billing screen for you to review, approve, and pay. This article walks you through where invoices appear, what has to be true before you can pay, how to pay one invoice or several at once, and how to reject an invoice that isn't right.
Where contractor invoices appear
All of your invoices live in one place. Go to Billing in your employer dashboard. Contractor invoices appear in the same unified table as your other invoices, each with an invoice number, type (shown as "Contractor Invoice"), period, amount, and status.
A submitted contractor invoice shows the status Pending until you act on it. The amount shown is what the contractor will be paid, in USD.
For a general overview of the Billing table, see Invoices.
When an invoice can be paid
A pending contractor invoice can only be paid once two things are true:
- The work agreement is fully signed. The contractor signs first during onboarding, and you countersign from your Contractor agreements page.
- Your Contractor Services Agreement (CSA) is accepted. Your company signs the CSA once. Until it's accepted, contractor payments are paused across your whole account.
If an invoice isn't payable yet, the Approve & pay button is disabled and a short reason appears next to the row so you know what's missing:
| What you see | What it means | How to fix it |
|---|---|---|
| Work agreement not signed | The engagement's work agreement isn't fully signed yet | Countersign the agreement from your Contractor agreements page |
| Contractor agreement pending | Your company hasn't accepted its Contractor Services Agreement | Use the banner at the top of Billing |
When your CSA hasn't been accepted, a banner appears at the top of Billing: "Accept your Contractor Services Agreement to pay contractors." Click Review & accept agreement to open the signing page. Accepting it once unblocks every contractor invoice on your account.
Pay a single invoice
- In the Billing table, find the pending contractor invoice you want to pay.
- Click Approve & pay.
- Review the cost breakdown: the contractor's amount plus the $5 ACH processing fee.
- Confirm to approve and pay.
Each contractor's monthly platform fee appears as its own invoice on your Billing page. You can pay it on its own, or include it with other invoices in a single payment so one $5 ACH fee covers everything (see below).
Approving and paying moves the invoice from Pending to Approved, and then to Paid once the bank payment goes through. After your payment settles, Omnivoo pays the contractor to their payout account. To follow what happens next, see Getting Paid (Payouts).
Pay several invoices in one batch
If you have several payable invoices, you can settle them together in a single bank debit — contractor payments and platform-fee invoices alike. This is faster, and you pay just one $5 ACH processing fee for the whole batch instead of one per invoice.
- In the Billing table, tick the checkbox next to each payable invoice you want to include. Use the checkbox in the table header to select all payable invoices at once.
- A summary bar appears at the bottom of the screen showing the total being paid, the single $5 ACH fee, and the total amount to be charged.
- Click Pay [N] selected.
- Review the breakdown in the confirmation dialog, then confirm.
Only invoices that are payable (for contractor payments, the work agreement must be fully signed and your CSA accepted) can be selected. If an invoice stops being payable, it's automatically removed from your selection.
What the fees are
Two fees apply when you work with contractors:
| Fee | Amount | How often it's charged |
|---|---|---|
| Platform fee | $49 per active contractor per month ($9.80 for that contractor's first month) | Monthly, per contractor |
| ACH processing fee | $5 flat per payment | Once per payment (one fee, however many invoices you settle together) |
Platform fee. Omnivoo charges $49 per active contractor per month for Contract Management. Each contractor's monthly billing cycle starts when their work agreement is fully signed (the contractor signs first, then you countersign) and recurs monthly from that date. The first month for each contractor is 80% off — you pay $9.80 for that contractor's first month, then $49 per month after that. The platform fee appears as its own invoice on your Billing page, which you pay like any other invoice (it isn't charged automatically).
ACH processing fee. Each payment you make carries one flat $5 ACH processing fee. Because you can select and settle several invoices in a single payment — contractor payments and platform-fee invoices together — paying them as one batch means a single $5 fee covers the whole payment.
Reject an invoice
If an invoice is wrong (for example, the wrong hours or amount), you can reject it instead of paying it. When you reject, you provide a reason so the contractor knows what to fix. The invoice status changes to Rejected, and the contractor can correct and resubmit.
Invoice statuses
| Status | What it means |
|---|---|
| Pending | Submitted by the contractor, awaiting your approval |
| Approved | You've approved and paid; payment is in progress |
| Paid | Payment has settled; the contractor payout follows |
| Rejected | You declined the invoice with a reason; the contractor can resubmit |