You can manage the full payments lifecycle in Worksuite. You have the flexibility to take advantage of some or all of the features available to you - read below to learn more!

TABLE OF CONTENTS

Introduction to invoicing & payments

Worksuite helps you manage and track all payments related to your external talent. You can customize options and processes to fit your business needs. While you can use the platform to simply track invoices, there is a great benefit to using our Worksuite Pay system to manage all payments and even your end-of-year 1099 process!

How invoicing and payments work

Every invoice follows the same path, whether Worksuite pays your talent or you pay them outside Worksuite:

  1. An invoice is created. Talent upload an invoice from their dashboard, or your team generates one when a task, milestone or timesheet is approved. The invoice starts in the New status.
  2. Your team reviews it. Approve the invoice, or reject it and add a note so the talent know what to fix. Talent get an email either way.
  3. The approved invoice is paid.
    • With Worksuite Pay, schedule the approved invoice into an upcoming pay run. Worksuite processes the pay run and releases the payment once your funding is received. The invoice moves through Scheduled, Processing and In Flight, and then to Paid. Talent must complete their bank details and tax information before you can schedule their invoice.
    • Without Worksuite Pay, pay the approved invoice through your own finance process, then mark it Paid in Worksuite so your team can see it's settled.

To learn what each status means and how to approve, reject and schedule invoices, see How to Approve and Schedule Invoices.

Customize your process

Minimize questions and manual tasks by customizing your process in account settings.

  1. Custom rates - customize the rate currency and types available for tasks & invoicing
  2. Invoice forwarding - configure new invoices to be forwarded directly to your finance department
  3. Collect bank & tax details - securely collect this information during new talent onboarding

Invoice management

Invoices can be uploaded by your talent or generated internally when timesheets, tasks, and milestones are approved.

  1. In talent profiles - invoices can be uploaded by talent, directly from their dashboard
  2. In tasks - completed & approved milestones and tasks prompt the user with the option to generate an invoice based on the agreed-upon rate
  3. In timesheets - timesheet approval will prompt the user with the option to generate a payment

Payment options

Make your talent pay run process seamless with Worksuite Pay. Or if you choose, you can track invoices in Worksuite and process your own payments outside of the system - the choice is yours!

  1. Worksuite Pay - when you use Worksuite Pay, we will take care of processing all your approved invoices, and can even take care of your annual 1099 tax form processing.
  2. Invoice management - approved invoices can be sent to your external system for processing
If you do not currently use Worksuite Pay and would like more information on how to begin, please reach out to support@worksuite.com or your account manager.

Talent communications

Worksuite helps you automate payment communications with your talent.

  1. Invoice approvals - the system will automatically send an email notification to the talent when their invoice has been approved.
  2. Invoice rejection - if you have the need to reject an invoice, you can add a personalized note so the talent will understand the reason for rejection and can correct it.

Learn more:

Support/Resources

Still have questions about payments? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.