Payments & Invoices

Understanding Payment Terms

Automate America facilitates payments between customers and professionals. Understanding how payment terms work helps you plan your finances and set expectations.

Payment Terms Explained

Payment Methods

Automate America supports multiple payment methods for both receiving and sending payments.

For Professionals (Receiving Payments)

• ACH Direct Deposit — Free, 2-3 business days, recommended
• Wire Transfer — $25 fee, same-day (before 2 PM ET)
• Paper Check — $5 fee, 5-7 business days, mailed to address

For Customers (Sending Payments)

• ACH Bank Transfer — Preferred, lowest processing cost
• Credit Card — Accepted, additional processing fees apply
• Wire Transfer — For large or international payments

The Invoice Process

Invoices are automatically generated when your timesheets are approved:

Invoice Generation Flow

1. Submit Timesheet — Record your hours worked each week
2. Customer Approves — Review takes 1-3 business days
3. Invoice Generated — System creates invoice automatically
4. Invoice Sent — Customer receives invoice for payment
5. Payment Received — Based on payment terms (Net-15/30)
6. You Get Paid — Funds deposited via your selected method

What's Included on an Invoice

• Invoice Number — Unique identifier for tracking
• Invoice Date — When the invoice was generated
• Due Date — Based on payment terms
• Regular Hours — Standard hours worked at base rate
• Overtime Hours — Hours at 1.5x or 2x rate
• Per Diem — Daily allowances (if applicable)
• Approved Expenses — Reimbursable items with receipts
• Service Fee — Platform fee (transparent breakdown)
• Net Amount — What you receive

Viewing Your Invoices

Access your invoices at Dashboard → Invoices:

• View invoice details and line items
• Download PDF copies
• Track payment status
• View payment history

Late Payment Policies

What Happens When Payments Are Late

1. Day 1 Past Due — Automatic reminder sent to customer
2. Day 7 Past Due — Collections team reaches out
3. Day 14 Past Due — Escalation to Account Manager
4. Day 30 Past Due — Additional collection actions

White Glove Protection

For White Glove contracts, you're protected from late customer payments. Automate America pays you on your regular schedule regardless of when the customer pays.

Setting Up Direct Deposit

Initial Setup

1. Navigate to Settings → Banking
2. Click Add Bank Account
3. Enter your banking information:
   • Bank name
   • Routing number (9 digits)
   • Account number
   • Account type (checking or savings)
4. Verify via micro-deposits (2 small deposits under $1)
5. Enter the deposit amounts to confirm

Changing Bank Information

1. Go to Settings → Banking
2. Click Update Account
3. Enter new bank details
4. Re-verify with micro-deposits
5. Allow 3-5 business days for changes to take effect

Tax Documents

W-9 Requirements

Before receiving payments, you must provide a completed W-9 form with:

• Legal name (as shown on tax return)
• Business name (if applicable)
• Tax classification (individual, LLC, etc.)
• Address
• Taxpayer ID (SSN or EIN)

1099-NEC Tax Form

At year end, you'll receive a 1099-NEC if you earned $600 or more:

• Available by January 31 each year
• Download from Settings → Tax Documents
• Reports all payments for the calendar year
• Consult a tax professional for filing guidance