Paying your team

Your agents invoice your firm, and you pay them. A payout run pays every invoice they’ve sent, from your business bank straight into each agent’s own Stripe account. Stripe processes each payment; nothing passes through anyone else.

How invoices reach a run

Once you approve the time on a completed booking, each agent’s pay goes onto a draft invoice to you in their app: their time at their pay rate, plus any expenses to reimburse and cancellation pay. Each agent either sends their invoices automatically when a run is drafted, or reviews and sends each one.

A run pays only invoices that were sent. You can’t send one for them, and there’s no button to nudge them: they’re reminded the day before the run.

Open a run

1. Open Money, then Payout runs.
2. A draft run shows under Ready to review. Select Review the run.
3. Earlier runs are listed below with what each is shown as: “Payments sent, settling”, “Paid”, or “Needs attention” with how many weren’t paid or came back.

When no draft is waiting, Run now drafts an extra run today with every invoice sent so far. Runs otherwise follow your schedule in Settings › Money.

Review and approve a draft run

Invoices to pay lists each invoice: who sent it, its lines, the invoice amount, Stripe’s bank fee, and what your bank pays. Stripe’s fee (0.8%, at most $5 an invoice) is added on top, so each agent gets their full pay.

Further down the page:

• Recorded when approved lists pay for agents you pay yourselves or who are employees. It’s kept for your records, with no payment through Stripe.
• Not sent by the agent yet lists drafts still waiting on them, and what’s stopping any that can’t be sent yet (for example, their Stripe account isn’t ready).

When you’re happy, select Approve and pay (it shows the total). Each invoice is paid from your bank under the authorisation you gave in setup. Payments settle in about 4 business days, and you get an email listing each debit. If the run changed while you had it open, you’ll see changed: reload and check it again.

If approving is blocked, a banner says what’s missing first, such as connecting Stripe or linking your bank and giving the authorisation, with a link to setup.

Discard throws a draft run away. Nothing is paid, and every invoice on it waits for the next run.

Hold an invoice

1. On the invoice, select Hold for the next run.
2. Enter Why it’s held. The agent sees this reason.
3. Select Hold it.

The whole invoice waits for the next run. Pay it in this run puts it back. You never edit a agent’s invoice.

Corrections

To pay more or less than an invoice says, add an adjustment: open the agent’s profile, select Add an adjustment on their Pay card, choose Add to their pay or Take off their pay, enter the Amount and a Reason, and select Add the adjustment. It’s a line on their next invoice, with the reason they see.

Questions and disputes from your team

A agent can question a line or dispute an invoice. Open ones are listed on the Payout runs tab and on Today.

• To answer a question, write Your reply under it and select Send the reply.
• To close a dispute, write What you found and select Resolve the dispute. Payment isn’t stopped either way.

A payment that failed or came back

An invoice reads “Not paid” if its payment failed, or “Payment returned” if your bank sent it back after it settled. You and the agent are told, and you’re reminded daily. On the run:

• Pay again pays it again. Stripe’s charge for the failure or return is added, so the agent still gets their full pay.
• Mark paid outside means you pay them yourself, by your own bank or check, including any Stripe charges they bore.

New runs can still be approved meanwhile.

Who can do what

The owner approves runs, and admins can too when the owner allows it in Settings › Money.

What each role may do

Area	Owner	Admin	Dispatcher	Viewer
Payout runs and agent invoices	Changes	Changes	No	No
Approving payout runs	Changes	If the owner allows it	No	No
Answering questions on agent invoices	Changes	Changes	No	No
Agent earnings	Changes	Changes	No	No