Customers can schedule one-time or recurring payments for contractors, and customize the payment details according to your needs.

One-time payments

To schedule a one-time payment to one or more contractors:

  1. In the Pay contractors tab, select your Payment date at the top of the page.

  2. 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.

  3. 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.

  4. Click the ‘Continue with payment to [number] contractors’ button.

  5. Review the payment date and pay period to confirm that they are accurate.

  6. Select the payment authorization checkbox.

  7. Click the ‘Send payment to [number] contractors’ button. To view your payment details or cancel the payment, go to Payroll history.

Learn how to invite a new contractor.

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.

Recurring payments

If you want a payment to automatically repeat, you can set up a pay 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 and have many options for editing your schedules.

To create a new pay schedule:

  1. In the Company tab, click on ‘Pay schedules’ in the upper right-hand corner. All of your existing pay schedules (if you have any), and any contractors assigned to them, are listed in the Pay schedules section. Click ‘Add new pay schedule’ in the upper right-hand corner to create a new schedule.

  2. In the Pay frequency dropdown menu, select how often you would like contractors to be paid.

  3. 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.).

  4. Choose the first pay date for this recurring payment.

  5. 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.

  6. Optionally add a pay schedule name.

  7. Click ‘Add pay schedule.’

  8. For instructions on how to add contractors to a pay schedule, please see the section below called To add one or more contractors to a pay schedule.

To view or edit your existing pay schedules:

  1. In the Company tab, click on ‘Pay schedules’ in the upper right-hand corner.

  2. All of your existing pay schedules, and any contractors assigned to them, are listed in the Pay schedules section.

  3. To edit a pay schedule, click the three dots to the right of a pay schedule and select ‘Edit.’

  4. In the Pay frequency dropdown menu, select how often you would like contractors to be paid.

  5. 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.).

  6. Choose the first pay date for this edited pay schedule.

  7. In the For work done dropdown menu, choose the dates of work that the first pay date under this edited schedule will apply to. For future recurring payments under this pay schedule, the pay period that the work applies to will follow the same logic.

  8. Optionally add or edit the pay schedule name.

  9. Click ‘Save.’

  10. To view details about a pay schedule, click the arrow to the right of the schedule. You can view the pay frequency and contractors assigned to that schedule. From the details screen, you can click ‘Edit’ if you would like to make changes to the pay schedule. (Please see Steps 4 to 9 above for instructions on editing pay schedules.)

To add one or more contractors to a pay schedule:

  1. In the Company tab, click on ‘Pay schedules’ in the upper right-hand corner.

  2. Scroll down to the People section, and select the checkbox(es) next to the applicable contractor(s).

  3. Click ‘Update pay schedule’ at the top of the People section, and select the name of the pay schedule that you’d like to use.

  4. In the ‘First pay date on this schedule’ dropdown menu, choose the first pay date on which the contractor(s) will be paid according to this pay schedule.

  5. Select the checkbox saying that you authorize this recurring payment.

  6. Click ‘Update.’

To delete a pay schedule:

  1. In the Company tab, click on ‘Pay schedules’ in the upper right-hand corner.

  2. All of your existing pay schedules, and any contractors assigned to them, are listed in the Pay schedules section.

  3. To edit a pay schedule, click the three dots to the right of a pay schedule and select ‘Delete.’

  4. Click ‘Yes, delete pay schedule’ to confirm that you’d like to delete the schedule.

  5. To assign a new pay schedule to any contractors that were previously assigned to your deleted schedule, please follow the steps above in the section called To add one or more contractors to a pay schedule.

To remove a contractor from a pay schedule, you can choose from two options:

  1. People tab option:

    1. Go to the People tab and locate the contractor. Click the arrow to the right of that contractor.

    2. On the contractor's details page, locate the Pay schedule section and click 'Remove.'

    3. Click 'OK.'

  2. Company tab option:

    1. In the Company tab, click on ‘Pay schedules’ in the upper right-hand corner.

    2. Scroll down to the People section, and select the checkbox(es) next to the applicable contractor(s).

    3. Click ‘Update pay schedule’ at the top of the People section, and select 'None' as the pay schedule.

    4. Click 'Update.'

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.


Did this answer your question?