Customers can set up recurring payments using a pay schedule. Pilot will send an email notification ten (10) days before the payments are scheduled. The notification will have information on the upcoming recurring payments, including a link to access the draft payments. At this point, you can skip the payroll run, adjust the amounts, cancel individual payments, or add a new contractor.

To edit an upcoming recurring payment:

When you receive the email notification ten days before your scheduled recurring payments, you can edit the amounts if needed. Here are the steps to follow:

  1. Click on the link in the email notification to access the draft payments. You can also access this from the Overview tab of your account.

  2. Once you access the draft payments, you can edit the amounts and add other earnings or notes. Depending on the country, you might have an option to edit the currency as well.

  3. After making the edits, you'll need to authorize the payments manually in order to apply these edits. Note that authorizing the payments manually means that the payments will be scheduled earlier, which affects when the funds will be collected. You can see the fund collection date at the top of the page above the checkbox where you'll authorize the payment.

If you prefer, you can edit the contractor's compensation from their profile (go to the People page and click the arrow to the right of the contractor). After you edit their compensation, their draft payment will be updated automatically to the new compensation within 24 hours. While you won't need to authorize the payments manually when using this option, it will trigger an option to update the contract if you're using Pilot's locally compliant contract. Click the Dismiss button if you don't need to update the contract. Note that this option, of editing the contractor's compensation from their profile, will only apply for the upcoming payment if you still have more than one day before the payments are automatically scheduled. The date when payments are automatically scheduled is included in the email notification as the date when we'll start processing the payments.

To cancel an upcoming recurring payment:

  1. Use the link in the email notification to access the draft payments.

  2. Locate the individual payment that you'd like to cancel and edit the amount to $0.00.

  3. Authorize the payment manually in order to apply this change.

If you want to cancel all the payments, you can use the Skip payment option at the top of the page. If the payments have already been scheduled, you can cancel the individual payment following the steps in our article on How to cancel a scheduled payment. Note that this option is only available if the payment has not been processed yet.

Adding a new contractor to upcoming recurring payments

You can still add a new contractor to the upcoming recurring payments even after receiving the email notification. To add a new contractor, there must be more than one day before the payments are automatically scheduled.

Add the contractor to the pay schedule following the instructions in this article on How to Schedule a Payment. The contractor will be added to the upcoming recurring payments within 24 hours. Note that authorizing the payments manually before then would prevent the contractor from being added to the recurring payments until the next round.

Questions?

Please reach out to us at support@pilot.co, or use the live chat option at manage.pilot.co.

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