Clients can schedule one-time or recurring payments for contractors, and customize the payment details according to your needs.
To schedule a one-time payment to one or more contractors:
In the Pay contractors tab, select your Payment date at the top of the page.
In the upper right-hand corner, under Payment period (optional), click 'Select' if you would like to specify what pay period this payment will be for. You can choose a suggested date range or click ‘Other’ to choose a custom date range.
Click the name(s) of the contractor(s) whom you’d like to pay and enter the payment amounts for each of them. To use the exact same amount you previously used, click the 'Use last payment of [amount]' option.
Click the ‘Continue with payment to [number] contractors’ button.
Review the payment date and pay period to confirm that they are accurate.
Select the payment authorization checkbox.
Click the ‘Send payment to [number] contractors’ button. To view your payment details or cancel the payment, go to Payroll history.
How can I add a bonus or reimbursement?
When scheduling a one-time payment in the Pay contractors tab, you can click on 'Add other earnings' and choose 'Reimbursement,' 'Bonus,' or 'Other.'
Can I add a note so a contractor knows what I'm paying them for?
Yes, you can add a memo or an invoice number by clicking on 'Note' when scheduling a one-time payment in the Pay contractors tab. The note will show up on the contractor's bank statement, if possible.
If you want a payment to automatically repeat, you can set up a payment schedule. Remember that no matter how many payments Pilot processes for a given contractor in a month, you always pay the same price. You can set up multiple pay schedules.
To set up a pay schedule for one or more contractors:
In the Company tab, click on 'Set up a payment schedule' (if this is your first pay schedule) or 'Add another payment schedule.'
Choose your pay frequency in the ‘Pay period’ dropdown menu.
Depending on the pay frequency, specify when you would like the payment to occur (e.g. which day of the month, day of the week, etc.).
Choose the first pay date for this recurring payment.
In the For work done dropdown menu, choose the dates of work that the first recurring payment will apply to. For future recurring payments under this pay schedule, the pay period that the work applies to will follow the same logic.
Click ‘Set up pay schedule.’
To attach a pay schedule to a contractor, go to the People tab and locate the contractor. Click the arrow to the right of that contractor.
On the contractor's details page, locate the Compensation section and click 'Set up pay schedule.' Choose the pay schedule you'd like to use. You can also create a new pay schedule from this page.
How can I edit or delete a pay schedule?
Pay schedules cannot be edited or deleted at the moment. However, you can remove contractors from a schedule and create a new one.
To remove a contractor from a pay schedule:
Go to the People tab and locate the contractor. Click the arrow to the right of that contractor.
On the contractor's details page, locate the Pay schedule section and click 'Remove.' Then, click 'OK.'
Can I add a one-time reimbursement to a recurring payment?
Yes, you can choose from two options for adding a one-time reimbursement to a recurring payment:
Option 1: You can wait for the reminder email before the recurring payment goes out. From there, you’ll be able to click into the upcoming payment and adjust the amounts.
Option 2: Since you don’t get charged extra for each payment, you can run a separate off-cycle payment with just the increase in pay for that month (e.g. a bonus). To do this, go to the Pay contractors tab, pick the payment date, and schedule a payment for the amount that you want to add to their next payment as a bonus.