Now that you've completed your shift you’ll want to invoice the office right away.
Here are a few helpful hints to effective invoicing and payment collection that will make your life easier!
And just so you know, you have the option of using our app to invoice or you can use your own form if that works best for you.
As an independent contractor, it truly is up to you and your responsibility to track your invoices and collect your payments as agreed upon between you and the office (note: when viewing the shift you can see the payment terms).
Before or at your shift, it is a good idea to ask how payment will be made to you.
Before you even book your shift and are still looking at the shift details, you can see when the office is agreeing to pay you by. This is the "Payment Term" and it will either be:
- Within 24 "Business hours"
- Within 2 weeks
- Within a month
If necessary, leave payment information/email with the office that day to avoid any delays. Some offices have a special Document uploaded to their profile and this is added to your booking confirmation to open and read.
We also remind you of this document to open and read before getting to the shift!
Remember: offices get busy and you might need to be the one to ask/bring up the subject.
Things that you can ask about include:
- If it’s a 14 day payment term, will payment be by cheque, by direct deposit, or by EFT - This allows you and the office to discuss this payment and make arrangements before you leave ensuring payment is on time.
- If any important information is needed, such as email or banking information, SIN, then it can be exchanged before you leave the shift.
When an office chooses to use the Pay Now feature, then we become involved in the process for the transfer of payment.
We will send you an email immediately letting you know that we have secured payment for that shift and it is based on when the office "actually makes the payment".
Now, if you've registered for Stripe then an office who uses Pay Now to make the payment, it will go direct to your Stripe account - so be sure to check there for a deposit.
If you have not registered yet, do it asap! This eliminates the wait time for transfers due to the volume of transaction daily.
Our accounting team will work to get your transfer to you via notification email which will include details on the amount from Sudden Turtle Consulting Inc that includes details on securely transferring those funds to you VIA e-transfer using your email on file.
If you have a different email that you would like to use for the transfer, be sure to add it when you are creating your invoice, you can now do that directly yourself!
Some of you may also now have your email set up for AUTO-deposit so be sure to check your accounts for those deposits:)
Please note: We do our very best to get that payment out to you within 24 "business" hours!
There is a slight delay from when the office makes that payment to when we can make that transfer to you. Circumstances such as holidays or weekends may play a part in this delay.
- Create your invoice as soon as you’re done with your shift this way there's no delay
- Save and Send the invoice
- Make any necessary notes in your invoice to help as a reminder for that shift
- Make a note of when the payment is actually due and track it
- Resending the invoice to the office is a friendly reminder
Please Note: A 14 day payment term is the time that the office has to get the payment to you, so if your shift was Nov 1 then payment should be received no later than Nov 14th
- A few days before the payment is due, re-send your invoice as a reminder to the office
- If an invoice goes past the payment term date, then log into your account and from the home page:
Click on the shift > Click on View Invoice > Then Click Delayed payment.
This will let us know that there is a delay and will notify the office you have not received payment on time.
If you have already marked your payment as a Delayed Payment and you have also called and contacted the office asking about your payment and are having a tough time getting a straight answer, you should contact us via email.
Please provide absolutely all the details for that shift including the information that you exchanged with them in order to get payment. So if you filled out a form, left a void cheque, left your bank account info, etc. these is all things that we don't know about and need you to loop us into in order for us to help resolve the payment in a quick manner.
We can help and do our best to also reach out to the office to see what's happening and sometimes we don't hear back as quickly as we'd like because they've made those arrangement with you the day of the shift.
Most offices do respond right away and send payment directly to you or use our app to make that payment. Our member offices are eager to pay these invoices and its rare when there are any delays and its usually because of missing information or possible spelling mistakes in EFT/Emails, etc.
When we have all the facts and details and there still is no payment then as per our policy for delayed payments, we look to get it resolved right away, looking to find the fastest way to get the payment from the office and then getting your payment to you from there.