Invoices Overview
Overview
Section titled “Overview”VoltPay automates invoice generation and collection for contractor payments. Invoices are created on behalf of contractors, validated against service contracts, and stored in your document vault for audit readiness.
How Invoices Work
Section titled “How Invoices Work”- Automatic generation: When a pay run is initiated, VoltPay generates an invoice for each contractor based on their contract terms (rate, currency, scope of work)
- Contractor review: Contractors can review and confirm invoices in the Contractor Portal before payment processing
- Validation: The system checks each invoice against the active contract — flagging mismatches in amount, currency, or scope
- Payment linkage: Every payment in VoltPay is linked to a specific invoice, creating a clean audit trail
Invoice Contents
Section titled “Invoice Contents”Each VoltPay-generated invoice includes:
- Contractor’s legal name and address
- Your company name and address
- Description of services (pulled from the active contract or statement of work)
- Payment amount and currency
- Invoice date and unique reference number
- Contractor’s bank or payout details
- Tax identifiers (where applicable — PAN, NIF, RFC, etc.)
Contractor-Submitted Invoices
Section titled “Contractor-Submitted Invoices”Some contractors prefer to submit their own invoices. VoltPay supports this:
- Contractor uploads their invoice in the Contractor Portal
- VoltPay validates it against the contract terms
- If it passes validation, it’s queued for the next pay run
- If it fails (wrong amount, missing fields), the contractor is prompted to correct it
Recurring Invoices
Section titled “Recurring Invoices”For contractors on monthly retainers or recurring schedules:
- VoltPay auto-generates invoices on your configured schedule (weekly, bi-weekly, monthly)
- Contractors receive a notification to confirm each invoice
- Confirmed invoices flow into the pay run automatically
Invoice Storage
Section titled “Invoice Storage”All invoices are stored in the Document Vault for the duration of your account plus any legally required retention period (typically 7 years for financial records). You can:
- Download individual invoices as PDF
- Export all invoices for a date range (CSV or PDF batch)
- Search by contractor, date, amount, or status
Invoice Statuses
Section titled “Invoice Statuses”| Status | Meaning |
|---|---|
| Draft | Generated but not yet confirmed by contractor |
| Confirmed | Contractor has reviewed and confirmed |
| Queued | Added to an upcoming pay run |
| Paid | Payment has been processed |
| Voided | Cancelled before payment |