How do I review, approve, and pay contractor invoices?
Submitted invoices land in your Invoices list. Review and approve them (or reject/dispute), then pay — Pay Now to send immediately or Schedule Payment to pay on a future date — individually or in bulk. For security, you confirm each payment with a one-time code emailed to you. Processing fees and any currency conversion apply when you pay.
Contractor invoices arrive in your Invoices list once submitted. From there you can review, approve, and pay them — individually or in bulk.
Before you start
- The Manage payments permission (ask an admin if you don’t see Pay actions).
- A funded payment method on your company.
Review and approve
Open Invoices and click an invoice to see the amount, expense line items, and supporting documents. The timeline shows where it is in its lifecycle.
Approve a single invoice from its detail page or row menu — or select several and Approve up to 100 at once.
If an invoice isn’t right, you can reject or dispute it instead of approving — see How do I reject or dispute a contractor invoice?.
You can also let qualifying invoices skip manual review — see How does contractor invoice auto-approval work?.
Pay now or pay later
Select one or more approved invoices and choose Pay, then pick how:
- Pay Now — sends the payment immediately.
- Schedule Payment — pay on a chosen future date. The invoice is queued and paid automatically on that date (pay later).
Bulk payments run as a job and report how many succeeded or failed.
Confirm payment with a code (OTP)
For your security, every payment is confirmed with a one-time code:
- When you confirm a payment (including in Quick Pay), we email a 6-digit code to the email on file.
- Enter it in the Confirm payment dialog to authorize the payment.
The code expires after a few minutes, and you can request a new one with Resend code. This step makes sure payments can’t be authorized without access to your email — so keep an eye out for the code when you pay.
What you’re charged when you pay
Charges apply on top of the contractor’s amount when you pay:
- A processing fee based on the payment method you use — card vs ACH/bank — see Payment processing fees (card vs ACH).
- If the contractor is paid in a different currency than you’re billing in, currency conversion and an FX buffer apply — see How currency conversion and the FX buffer work.
Refer to those articles for the exact rates and how each charge is calculated.
Track the payout
After payment, each invoice shows its expected payout date and status as the transfer moves from Processing to Paid.
Note: Approve first, then pay — only approved invoices can be paid. You’ll authorize the payment with a 6-digit code emailed to you, and processing fees (plus currency conversion, where applicable) are added on top of the invoice amount.
Last updated: Jun 2026