Toku: How to Submit Your Contractor Invoice as a contractor

As a contractor paid through Toku, you'll submit invoices each month through the Toku platform. Depending on your setup, your invoices may be auto-generated or submitted manually. This article covers both methods, key deadlines, and what to do if changes are needed.

Key Deadlines

Contractors: Submit your invoice by the 19th of each month to ensure payment by the last working day of the month.
Client Admins: Review, approve, reject, or edit invoices by the 21st of each month.
Late submissions: Delays in submission can result in delayed payments by approximately 10 business days.
Pay Date: Payment for the current month is always paid on the last business day of the same month.

Before You Begin

To receive payments, you must have one or both of the following set up in the Toku platform:

For fiat payments:

A bank account on file - See: Toku: How to Update Your Banking Information and Resolve Payment Issues For stablecoin payments:
A wallet address linked to your profile - See: Toku: How To Add Your Wallet Address To Your Profile as a contributor

Auto-Generated Invoicing

Auto-invoicing is ideal if your payment amount is the same every month. The system generates a pre-filled invoice based on your monthly compensation so you don't need to create one from scratch.

⚠️ Important: Auto-invoicing does not account for time off. If you did not work for any portion of the month, the auto-generated invoice will be incorrect. In that case, submit a manual invoice instead and let your admin know the auto-submitted invoice needs to be rejected. If you frequently make changes to your monthly invoice amount, we strongly recommend using manual invoicing instead.

How to Review and Submit an Auto-Generated Invoice

Log in to app.toku.com.
Select Contractor Invoices on the left-hand side.
You'll see an auto-generated invoice based on your monthly compensation.
Under Actions, you can Preview, Edit, Submit, or Delete the invoice.
If no changes are needed, click Submit to send the invoice for approval.
If no action is taken, the invoice will be automatically submitted for approval between the 19th and 20th of the month.

Auto-Submission

If your employer has enabled Auto-Submission, you won't need to create or submit invoices each month. Here's how it works:

You provide your yearly invoice amount to your employer/admin once.
The system automatically divides that amount by your payment frequency (e.g., 12 for monthly, 26 for bi-weekly).
Invoices are auto-submitted each month on your behalf. If changes are needed for a particular month, flag this with your employer/admin directly. They will need to reject the auto-submitted invoice so you can manually submit one with the updated totals.

Submitting Additional Invoices

Contractors can submit an additional invoice for one-off payments such as bonuses. Simply submit a second invoice, and your admin will need to approve both invoices.

Manual Invoicing

Manual invoicing gives you full control over your invoice amount each month. This is recommended if your compensation varies month to month.

How to Create and Submit a Manual Invoice

Log in to app.toku.com.
Hover over My [Company Name] Info and select Contractor Invoices on the left-hand side.
Select Create Invoice.
Click Upload Own Invoice Document and complete all fields marked with a red asterisk.
Once all mandatory fields are completed, click Generate & Submit to submit your invoice.

Making Changes to a Submitted Invoice

What you can do depends on the status of your invoice:

Draft: You can edit, revise, delete, or start a new invoice at any time.
Submitted but not yet approved: Your client admin can reject the invoice or edit it directly on your behalf.
Submitted or approved: Changes require support from the Toku team. Email [email protected] for assistance.

How to Submit Split Payments

Contractors can choose to split their payment across multiple currencies by submitting two separate invoices for the same billing period. This allows you to receive a portion of your compensation in your local fiat currency and another portion in stablecoin (USDC).

⚠️ Important: One of the currencies you select must match the currency listed on your profile. If you submit an invoice in a different currency, it may be rejected by your client admin. If approved in a non-matching currency, exchange rate fees may apply to your client.

To split your payment between fiat and stablecoin, you will need to submit two separate manual invoices for the same billing period.

Example

If your total monthly compensation is $100:

Invoice 1: $75 in USD (fiat) - submitted as a standard manual invoice
Invoice 2: $25 in USDC (stablecoin) - submitted as a stablecoin invoice

Step-by-Step

Invoice 1: Fiat Payment

Log in to app.toku.com
Navigate to Contractor Payments from the left menu
Click Create Invoice
Enter the fiat amount (e.g., $75 USD)
Select the currency that matches your profile
Complete all required fields and click Generate & Submit
For detailed instructions, see: Submitting a Manual Invoice on the HRIS Invoice 2: Stablecoin Payment
Return to Contractor Payments
Click Create Invoice again
Enter the stablecoin amount (e.g., $25 USDC)
Select USDC as the currency
Complete all required fields and click Generate & Submit
For detailed instructions, see: How to add a stablecoin invoice

Payment Delays

If your payment is delayed:

Contact your client admin first to understand the cause of the delay.
If the issue is unresolved after connecting with your admin, reach out to Toku at [email protected].

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How to Submit Your Contractor Invoice as a contractor