This guide provides a comprehensive overview of the various invoice statuses and detailed instructions on how to effectively manage invoices and process payments using Global Pay. Even if you’re not a Global Pay customer, you can still use the invoice module to efficiently organize your invoices for internal payment processing.
Invoice Statuses
New - Invoices that are ready for review and approval or rejection.
Approved - Invoices that have been reviewed and approved for payment by your team. Note that Global Pay customers must schedule the invoices for them to be processed.
Rejected - Invoices that have been reviewed and rejected for payment. You can add a note to the invoice explaining the reason for rejection.
Scheduled - Invoices that are set to be paid in an upcoming pay run. These move to Processing status when the pay run initiates. This status is only applicable to Global Pay customers.
Processing - Invoices that are being processed in the current pay run and will change to In Flight status when funding is received. This status is only applicable to Global Pay customers.
In Flight - Invoices that have been funded and are in the process of being sent to your freelancers. This status is only applicable to Global Pay customers.
Paid - Invoices that have been marked as paid either manually (due to off-platform processing) or automatically after being in the “In Flight” status for 72 hours (for Global Pay customers).
Invoice Management
Global Pay operates on an invoice-based system, making it straightforward to manage payments for your team. Each invoice starts in the New status. From there, your team members will take two key steps to ensure the invoice gets paid:
1. Approval: The invoice must first be reviewed and approved by the appropriate team member.
2. Scheduling: After approval, the invoice needs to be scheduled for a pay run.
Please note that the freelancer must have completed their bank details and tax information for the invoice to be scheduled. If these details are incomplete, the Schedule button will be greyed out, indicating that the freelancer is not yet payable.
Once an invoice is scheduled for a pay run, Worksuite takes care of the remaining steps in the payment process. Our system is designed to make paying your freelancers as simple and efficient as possible.
If you are not a Global Pay customer, you can still use the Approved status to better organize your invoices into payment cycles and mark them as Paid when needed. If you'd like to learn more about how Global Pay can help make your payment process more efficient, please feel free to reach out to payments@worksuite.com.
Approving or Rejecting Invoices
Step 1:
Review New invoices from the Invoices module, on a task, or in a freelancer's profile.
Step 2:
You can Approve or Reject an invoice individually by clicking on it or the More menu (three dots) to the right of the invoice. You can also select multiple invoices and approve or reject them in bulk. The freelancer will receive an email to notify them of the invoice being approved or rejected.
When rejecting an invoice, you'll have the option to add a reason for rejection that will be sent to the freelancer.
Scheduling Invoices
Step 1:
Review Approved invoices from the Invoices module, on a task, or in a freelancer's profile.
Step 2:
You can Schedule an invoice individually by clicking on it or the More menu (three dots) to the right of the invoice. You can also select multiple invoices and schedule them in bulk.
Approved invoices can be Scheduled into one of five upcoming weekly payment cycles or one of three upcoming monthly cycles. Schedule dates and times are displayed in the time zone selected in your Settings.
In order to Schedule an invoice, the freelancer must be payable. If the freelancer is not payable, the Schedule button on the invoice will be greyed out or you will receive an error if trying to schedule the invoice from bulk actions.
Hovering over the Schedule button in the individual invoice will reveal the reason the freelancer is not payable.
Rescheduling or Unscheduling Invoices
Step 1:
Review Scheduled invoices from the Invoices module, on a task, or in a freelancer's profile.
Step 2:
You can open an invoice individually to take action or use the More menu (three dots) to the right of the invoice to reschedule or unschedule it. You can also reject it, mark it as paid, download an invoice PDF, or duplicate the invoice.
