Contractor Invoices

This document serves as the process for payment of contractor invoices. 

Gradient uses two different platforms for paying contractors: Remote.com and Justworks. Generally, Remote is used for payment of Gradient “full-time” contractors and non-US based contractors hired for smaller projects, whereas Justworks is used for payment of US-based contractors hired for smaller projects (such as the survey reviewer panel).

As mentioned in the introduction, Remote.com is used, generally, for payment of non-US based contractors, including Gradient’s “full-time” contractors. 

1. Gather the following information from contractor; this process is usually easier if you are going off a submitted invoice which usually contains all this information:
   1. Legal Name
   2. Email address
   3. Contractor’s job title
   4. Contract end date (if known)
   5. Country
2. Go to Team
3. Click Add new > Add new hire > A contractor
4. Complete Basic information
5. Select the contractor will be responsible for submitting invoices
6. Decide if you want to create an engagement/employment contract in the system or if the company will create their own.
7. Once the New Contractor is added to the system, the Contractor will receive an email to complete their profile, add payment account information, and complete the required legal documentation.

The below gif provides a snapshot of commonly used sections and what they contain for management purposes.

1. The Billing Contact will receive an email from Remote that a new invoices has been submitted for approval.
2. Click on the Review contractor invoice and download a PDF of the invoice.
3. Share the PDF with the appropriate contact (e.g. the Project Manager) and ask for their approval on the hours and cost. Once they provide approval, you may proceed.
4. Select the contractor invoices you’d like to approve in the platform; if there is more than one you can select multiple
5. Continue to payment
6. Select the ACH Direct Debit, which debits from the default bank account attached to the system
7. Confirm information and click Approve and Pay
8. Once approved, the invoice will show as “Payment due” status under the individual contractor’s profile > Invoices list or “Payment processing” status under the Billing list.

For smaller project contractors who are based in the US, Justworks works well for payments. Keep in mind that if you are using Justworks, the contractor cannot upload an invoice to the platform; they must email it to a designated person for processing.

1. Gather following information from contractor; this process is usually easier if you are going off a submitted invoice which usually contains all this information:
   1. Legal Name
   2. Address
   3. Email address
2. Manage > Contractors > Add
3. U.S. contractor or consultant (1099)
4. Enter all necessary information

1. Contractor emails invoice to billing@gradientmetrics.com. The designated person could be the project manager or someone from the ops team (recommended).
2. Confirm with the appropriate contact (e.g. the Project Manager) that the hours and cost are approved. Once they provide approval, you may proceed.
3. Login to Justworks
4. Select Payments center
5. Contractor Pay > Schedule Payment

6. Confirm Manual is selected
7. Paydate should be the soonest possible unless they have other payment terms
8. Additional information
   1. Invoice #
   2. Rate (optional)
   3. Line item information
   4. Total hours
9. Click Continue

10. Search for contractor, enter total amount due, click Continue
11. Confirm all information and click Submit Payments