What does this feature do and when to use it?
Contractor Invoices helps agencies and contractors manage the invoicing process directly from approved timesheets.
This feature is useful when you want to:
Generate invoices from approved contractor timesheets.
Allow contractors to generate their own invoices.
View, download, and delete generated invoices.
Access invoices directly from their related timesheets.
Before you begin
Contractor Invoicing must be enabled from the Timesheet form. The timesheet must be approved before a contractor invoice can be generated.
Please note: The invoice setting is based on its state at the time the timesheet is approved. Changes made to the setting after approval do not affect previously approved timesheets.
Generate Contractor Invoices
1. Generate an invoice from the Contractor Portal
Contractors can generate an invoice directly from an approved timesheet in the Contractor Portal.
Open the desired approved timesheet. Click Generate in the top-right corner.
The contractor invoice will be generated automatically.
The generated invoice includes the relevant timesheet and payment information, such as:
Billed From and Billed To details
Timesheet period
Work hours, overtime hours, and total hours for hourly timesheets
Payable amount
Approved payable reimbursements
Total invoice amount
Generate an invoice from the Agency Portal
Agency users can generate contractor invoices from the Agency Portal for either a single timesheet or multiple timesheets in bulk.
For a single Timesheet:
Go to the specific Job and, from the candidate pipeline, click View Timesheets for the contractor.
Open the timesheet for which you want to generate an invoice.
On the timesheet details page, under Contractor Invoice, click Generate.
For multiple Timesheets:
Select the timesheets for which you want to generate invoices.
Click the dropdown arrow beside Create Invoice and select Create for Contractor.
You can generate up to 15 invoices at a time.
Before generating invoices, Recruit CRM checks whether each timesheet is eligible. An invoice will not be generated if:
The timesheet is not approved.
Contractor Invoicing is not enabled for the contractor.
A contractor invoice has already been generated.
The invoice will be generated for the selected timesheet and automatically linked to it.
The contractor receives an email and an in-app notification when an agency user generates an invoice on their behalf.
Manage Contractor Invoices
Contractors and agency users can manage generated invoices from the respective portal.
You can:
View invoices
Download invoices
Delete invoices
Access an invoice directly from the related timesheet using the invoice link
Notifications
Recruit CRM sends notifications based on who generates the contractor invoice:
Agency user generates an invoice: The contractor receives an email and an in-app notification.
Contractor generates an invoice: The designated agency approver receives an email notification.
Please note: Contractor invoices are not available on the Client Portal.
FAQs
1. Can I enable Contractor Invoicing after a timesheet has already been approved?
1. Can I enable Contractor Invoicing after a timesheet has already been approved?
No. Enabling the setting after approval will not update previously approved timesheets. The setting is captured based on its status at the time of approval and will only apply to timesheets approved after it is enabled.
2. What happens if the contractor has already generated the invoice?
2. What happens if the contractor has already generated the invoice?
The invoice will automatically be linked to the timesheet. Agency users can view and download the invoice from the relevant timesheet.
3. Can expenses be updated after a Contractor Invoice is generated?
3. Can expenses be updated after a Contractor Invoice is generated?
No. Once a Contractor Invoice has been generated, expense claims cannot be updated for that timesheet.
Conclusion
Contractor Invoices simplifies the invoicing process by allowing agencies and 1099 contractors to generate invoices directly from approved timesheets. With individual and bulk invoice generation, invoice management, automatic timesheet linking, and notifications, agencies can manage contractor invoicing more efficiently.