Contractors Bulk Payment Upload - Client Guide

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Contractor Bulk Payment Upload - Client Guide

Overview

Save hours of manual entry by uploading a CSV file with multiple contractor payments. This feature allows you to process dozens or hundreds of payments at once, reducing errors and improving efficiency for large-scale payment runs.

Who Can Use This Feature

This feature is available to users with the following roles:

• Owner
• Team Admin
• Finance Specialist
• Payroll Manager

Getting Started

When to Use Bulk Upload

Perfect for situations when you need to:

• Process payments for 10+ contractors simultaneously
• Import data from your existing accounting or payroll system
• Handle regular payment runs (weekly, biweekly, monthly)
• Reduce manual entry time and errors
• Standardize payment processing workflows

File Preparation

Supported File Format

• File Type: CSV (.csv) files only
• Encoding: UTF-8 recommended

Required Data Columns

Your CSV file must include these data points (column names can vary):

1. Contractor Email
   • Must match existing contractor records exactly
   • Used to identify which contractor receives payment
   • Example: john.smith@email.com
2. Payment Amount
   • Numeric value (decimal allowed)
   • No currency symbols ($, €, etc.)
   • Example: 1500.00
3. Currency
   • ISO-4217 currency code format
   • Examples: USD, EUR, GBP, AUD
4. Start Date
   • Format: YYYY-MM-DD
   • Beginning of payment period
   • Example: 2024-01-01
5. End Date
   • Format: YYYY-MM-DD
   • End of payment period
   • Example: 2024-01-31

Sample CSV Format

Contractor Email,Payment Amount,Currency,Start Date,End Date

john.doe@email.com,1500.00,USD,2024-01-01,2024-01-31

jane.smith@email.com,2200.50,EUR,2024-01-01,2024-01-31

mike.jones@email.com,1800.00,GBP,2024-01-15,2024-02-14

Data Preparation Tips

• Clean your data: Remove empty rows, extra spaces, special characters
• Verify emails: Ensure contractor emails match your platform records exactly
• Check dates: Use consistent YYYY-MM-DD format throughout
• Validate amounts: Use decimal notation, avoid commas in large numbers
• Currency consistency: Double-check currency codes are correct

Upload Process

Step 1: Navigate to Bulk Upload

1. Go to your “Pay contractors” tab
2. Look for "Bulk Upload"
3. Click to start the upload process

Step 2: Upload Your File

1. Click "Choose File" or drag and drop your CSV
2. Wait for file validation and processing
3. Review any immediate format errors

Step 3: Column Mapping

This is the key step that makes bulk upload flexible:

1. Map columns: Assign each column in your file to required fields:
   
    
   • Your "Email" column → Contractor Email
   • Your "Amount" column → Payment Amount
   • Your "Currency Code" column → Currency
   • Your "Period Start" column → Start Date
   • Your "Period End" column → End Date
2. Flexible mapping: Your column names don't need to match exactly - you tell the system which column contains which data
    

Step 4: Validation and Error Review

The system will check your data for:

Email Validation:

• Contractor exists in your account
• Email format is valid

Amount Validation:

• Numeric format is correct
• Amount is greater than zero

Currency Validation:

• Valid ISO-4217 currency codes
• Supported currencies only

Date Validation:

• Correct YYYY-MM-DD format
• Start date is before end date
• Dates are within reasonable ranges

Step 5: Error Resolution

If errors are found:

1. Review error list: See line-by-line issues with clear descriptions
2. Fix source file: Correct errors in your original CSV
3. Re-upload: Upload the corrected file
4. Re-validate: Repeat until all errors are resolved

Step 6: Preview and Confirm

Before processing:

1. Preview payments: See exactly what will be created
2. Final check: Verify everything looks correct
3. Confirm: Submit for processing invoice