Invoice and payment cycle for contractors

📘 For organization administrators managing invoice approvals and payments for client-managed contractors. Last updated August 28, 2026.

Once a contractor is onboarded, a monthly cycle begins: they submit invoices, you approve them, Toku consolidates and releases payment. This guide outlines the timing and your responsibilities.

Before you start

• The contractor must be in Onboarded status before they can submit invoices
• Monthly invoices follow a fixed timeline with deadlines for submission, approval, and funding
• Payment funding must be received at least 4 business days before month-end

The monthly payment cycle

1. By the 19th of the month: The contractor submits their invoice.

1. After the contractor submits: You review and approve the invoice in the platform before month-end.

1. A few business days after approvals: Toku generates a consolidated invoice listing all approved invoices and sends it to your organization admins.

1. By month-end: You fund the payment so Toku can release it to the contractor on the last day of the month.

Funding deadline

Payment must be received at least 4 business days before the last day of the month. If payment is not received in time, the contractor's payment will be delayed by one day for every day funding is outstanding.

What you're approving

Review the contractor's submitted invoice for completeness and accuracy. Confirm the amount, dates, and any details before approving. Once you approve, the invoice moves into the consolidated payment batch.

Who the invoice is addressed to

Every contractor invoice names the party being invoiced in a Bill To block. Who appears there follows the agreement the contractor signed, not who reviews or funds the invoice.

• A contractor who contracted with the company they work for is shown as Client Managed on their profile. Their invoice names that company, and carries no Toku logo.
• A contractor who contracted with Toku is shown as Toku Contractor or Agent of Record. Their invoice names the Toku contracting entity recorded against them, with that entity's registered address, and carries the Toku logo. Where no entity is recorded, the invoice is addressed to WorkCo Global LLC, 1209 Orange Street, Wilmington, Delaware 19801, United States.

Where to look

1. Open Invoices in the left-hand menu and open the invoice. The Bill To block sits under the invoice number, above the dates.
2. The contractor sees the same block by selecting View on their invoice row, which opens the invoice preview.
3. The Download PDF control on the invoice row produces the document itself. The same Bill To appears there, at the top.

After approval

Once an invoice has been approved, it cannot be edited or undone in place. If a correction is needed, reject the invoice - the contractor can then submit a corrected invoice for you to review and approve.

Good to know

• Invoices must be submitted by the 19th to ensure timely processing
• Toku consolidates all approved invoices into a single payment batch for efficiency
• An approved invoice can't be edited in place - if a correction is needed, reject it so the contractor can submit a new one
• Where Toku holds no registered address for the named entity, the entity's name appears on its own. An invoice never borrows another entity's address
• Where no party can be named at all, the Bill To block is left off the invoice rather than naming the wrong one
• The Bill To is worked out from the contractor's record each time the invoice is opened or downloaded. If the contracting entity recorded against them is corrected, invoices already sent show the corrected entity the next time anyone opens them
• The Toku logo appears only where Toku is genuinely the party the contractor contracted with

⚠️ If funding arrives fewer than 4 business days before month-end, contractor payments will be delayed. Plan funding timing accordingly.

Still stuck?

You can email [email protected] to reach our support team. Please include your email address, organization name, and a description of what happened. Screenshots and videos are always welcome to speed up the troubleshooting process. Feel free to reach out any time for further assistance.

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🚧 Editorial TODO - screenshots not yet captured

🚧 Not part of the article. The section Who the invoice is addressed to is published and verified against the shipped product, but its three screenshots have not been captured yet. This shot list is left here on purpose, so the gap is visible rather than silent. Delete this whole section once the images are in place. The four images already on this page are unaffected and still accurate.

Capture as one contractor in one organization, and keep that same person and organization across all three shots. The contractor must be one who contracted with Toku, so the Bill To names a contracting entity and the Toku logo is present, and must have at least one submitted invoice rather than a draft, so the row shows View and the Download PDF control rather than the draft-only controls.

Identity rule. Shots 2 and 3 must be the same invoice. A walkthrough where the preview and the document name different parties is worse than no screenshot at all, because it is the exact confusion this section exists to remove.

Real-data rule. The entity name and address in these shots are Toku's own and are safe to publish. The contractor's name, email and any address in the From block are not, so use a seeded fixture person and never a real contractor.

Do not capture an organization-level default contracting entity setting. No such screen exists in the live product. If one appears in the capture environment, that environment is running unreleased code, so stop and report it rather than photographing it.