For agencies💵 Billing & Payouts
Pay your interpreters (payout batches)
Group approved interpreter earnings into a payout batch, send it to your accounting app or download it, and track it through to paid.
Once a job's billing is approved, the interpreter's earnings become payout-ready. You collect those into a batch per pay period and mark it paid when funds go out.
Watch the walkthrough
0:46Group approved contractor pay into a payout batch and choose how you pay it. · Open in a new tab
Step by step
- 1Open Billing and go to the Interpreter Payouts tab to see all payout-ready (approved) interpreter earnings.
- 2Only 1099 contractors appear here. W-2 employees are paid through Timecards & Payroll instead, so they never show up in this list.
- 3Tick the interpreters whose approved earnings you want to pay (or "Select all visible"), then click "Create Payout Batch".
- 4Add any notes and click "Create batch". This only groups the pay so it cannot be paid twice. No money moves and nothing is sent anywhere yet.
- 5Then, on the batch, click "CSV File" to download a list for your bank or accountant. If you have QuickBooks connected, you can instead click "Sync to QuickBooks" to create the bills there. Pay your interpreters the way you normally do. The batch shows "Not paid yet" until you mark it paid.
- 6If you sync payouts to QuickBooks and want the bills dated a certain way, click "Details" on the batch before you sync. Under "QuickBooks bill dates", set the "Bill date" and the "Due date", then click "Save dates". For example, date the bill September 15 for work done September 1 to 15, and make it due October 15 when you pay.
- 7When payment has actually gone out, click "Mark Paid" on the batch to stamp each included job as paid.
- 8If you need to undo a batch that is not paid yet, click "Cancel" on it to send its jobs back to the payout list.
Tips
- Only approved earnings are eligible; this includes late-cancellation jobs that have no closeout but were billed.
- Cancelling a batch returns its jobs to the payout list rather than erasing them, so nothing is lost. A batch already marked paid cannot be cancelled: reverse the payment in your accounting system and correct the affected jobs one at a time.
- Each batch gets its own sequential number for your records.
- Payout batches always use the interpreter's legal name, even if you set a different "Name we use" for them on the Team Roster, so your pay records and accounting match their tax paperwork.
- Each row in the payout list (and in Pending Review) shows the job number and the consumer, so you can match a job to your own files before you pay it.
- Open a batch to see "Jobs in this batch": the date, interpreter, job and the pay locked in for each one.
- A payout pays the amount that was frozen when you approved the job's billing. It is never recalculated later, so a rate change made after approval does not quietly move what someone is owed. The bank export uses that same frozen figure.
- Once a batch has been synced, the Sync button switches off so the same contractors cannot be billed twice. If a sync fails part way through, running it again picks up only what did not go across.
- The two date boxes start with a suggestion: the last day of work in the batch, and the day it was paid. A suggestion is not used until you click "Save dates". If you never save dates, each bill is dated and due on the day the batch was paid (or the day it was created, if it is not marked paid yet), exactly as before.
- The due date cannot be before the bill date. Once a batch's bills are in QuickBooks the dates are read only here, so change them in QuickBooks instead.
- Contractors covered by a purchased time block are paid for their mileage. Their service time and travel time are already covered by the block, but mileage is a cost they carried, so it is not zeroed out.
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