Create and Manage Contractor Milestones

Milestone-based engagements connect contractor payments to defined deliverables rather than recurring payment periods.

For each milestone, you define the expected deliverable, payment amount, and due date. The contractor submits the completed milestone for your review, and payment can proceed after you approve it.

Set up a milestone-based engagement

When adding the contractor, select Milestone as the rate type.

Before proceeding, make sure the contractor agreement clearly defines:

• The project and scope of work.
• The required deliverables.
• The acceptance criteria.
• The milestone amounts and due dates.
• The review and approval process.

Milestone descriptions should be specific enough for both parties to understand what must be delivered before payment is approved.

Create a milestone

• Go to People and open the contractor’s profile.
• Navigate to Milestones.
• Select Add Milestone.
• Enter a clear milestone name.
• Describe the required deliverable and acceptance criteria.
• Enter the payment amount.
• Select the due date.

• Review the information and save the milestone.

  Avoid vague descriptions such as “project work” or “monthly services.” Include enough detail to assess whether the milestone has been completed successfully.

Review a submitted milestone

• When the contractor completes the work, they can mark the milestone as complete and provide the applicable deliverable or supporting information.
• Review the submission against the agreed scope and acceptance criteria before taking action.
• Approve: Approve the milestone when the deliverable has been accepted. The related payment will then appear under Payments > Pay Contractor, ready for review and invoice generation.

• Reject: Provide a clear reason for the rejection and explain what must be corrected. The contractor can address the feedback and resubmit the milestone.

  Approving a milestone does not automatically generate or fund an invoice.

Generate and fund the invoice

After approving the milestone:

1. Go to Payments > Pay Contractor.
2. Locate and review the milestone payment.
3. Confirm the contractor, milestone, amount, and currency.
4. Select the approved payment entry.
5. Select Generate Invoice.
6. Open the generated invoice and review the total amount due.
7. Fund the invoice using the payment instructions and reference displayed in the platform.

Do not create another payment if the approved milestone payment already appears under Pay Contractor.

Manage overdue milestones

A milestone becomes overdue when its due date has passed, and it has not been completed.

An overdue milestone is not automatically approved or invoiced. Review the engagement and determine whether:

• The contractor needs additional time.
• The due date should be updated.
• The scope or deliverable has changed.
• The milestone is no longer required.

Communicate any agreed changes clearly to the contractor and document material changes when necessary.

Update or cancel a milestone

Before changing a milestone’s scope, amount, or due date, review the contractor agreement and confirm the change with the contractor.

A material change may require an updated agreement or other written documentation between the parties.

Before creating a replacement milestone, confirm the status of the original. This helps prevent duplicate milestones, invoices, or payments.

Need assistance?

Chat with us or use the support option in the RemoFirst Help Center and select Contractor Success.

Include the company name, contractor name, milestone name, amount and currency, current status, and a clear explanation of the assistance you need.