Contractor invoices and Dayforce files after you approve a pay period

What happens when you approve

DriverPass makes one PDF invoice per contractor per company they worked for in the period, from approved shifts (hours times rate) and trips. Overtime is never on a contractor invoice. Set up the companies, numbers and Pay & tax cards first: see the guide on Payroll settings.

Each company's Payroll inbox email gets one email with all its invoices (a ZIP when there are more than 10). Each contractor gets their invoice by email with a notice, and in My invoices. While Pause driver emails is on, contractors get no invoice email; the payroll inbox still does.

What the invoice shows

Pay to: the Inc / corporation name first, the driver's own name under it, the corporation address and their tax numbers. Then the invoice number, payment method, Bill to (the company card in Payroll settings), the pay date, one line for the period (Driving Service Provided, or Services provided for a contractor employee) with the driver's truck numbers, the subtotal, each tax and the total. Page 2 lists each shift.

For a fixed amount the line is that amount; page 2 shows Fixed instead of a rate, or one amount per day for Fixed per day worked.

With trips, the invoice uses the trip layout (Mileage, Hourly services if any, a SUMMARY of each trip): see the guide on Trip pay.

Use the Invoices & Dayforce card

After approval, the card is under the payroll table on the Payroll tab. No invoices yet? Refresh in a minute.

1. The list shows Invoice #, Contractor, Company, Subtotal, Tax, Total and Emailed (to the Payroll inbox and the Contractor, or not sent).
2. Use the eye to view an invoice or the arrow to download it. Click Resend to email it again to both.
3. Click Download all invoices (ZIP) for every invoice of the period.
4. Click Download Dayforce file (company name) for each company with a Dayforce file. People with hours but no Dayforce number are named first.
5. After fixing details, click Make invoices again. Numbers stay the same and only changed invoices are emailed again.

Hours summaries

After approval each worker without an invoice (company drivers and employees) gets an Hours summary (not a pay slip): their approved shifts, hours per company and, if Show pay on the Clock screen is on, rate and pay. No deductions or net pay. It is emailed to them (not while Pause driver emails is on or their email notices are off) and listed under Hours summaries on their Timesheet page.

On the Invoices & Dayforce card, Hours summaries lists each one to view or download, and Download all hours summaries (ZIP). Turn them off, or on for contractors too, under Hours summaries in Payroll settings.

The Dayforce file

One CSV per company, with the same columns as the file you uploaded and the Rapid Entry Totals row at the end. Company drivers and employees get Regular Hours. Contractors get the CONTRACTOR amount and their GST and QST (or HST), the same as their invoice, trip pay included. Company drivers' trip pay goes in the Trip pay column from Payroll settings; with None, the card lists who to enter by hand. People paid a fixed amount also get it in Salary Override (Earnings); if the file has no such column, the card says to enter it by hand.

Overtime is not in the file: the card lists who had overtime so you can add it in Dayforce. With overtime on, someone who worked for two companies in the period blocks that company's file: enter it by hand or move the shifts to one company.

If something looks wrong

Payroll inbox got nothing: add the Payroll inbox email on the company card in Payroll settings, then click Resend.

Bill to is missing the address: fill in the Address on the company card, click Save company details, then Make invoices again.

No Dayforce number for someone: use Match people in Payroll settings, or type it on their Pay & tax card.

Shifts on the wrong company: change the company on the shifts (after approval, reopen the period first, then approve again). A contractor who worked for two companies gets one invoice for each.

A contractor has no invoice: check their Driver Type is contracted or owner-operator and that they have approved hours or trips.

Wrong Inc name or tax numbers: fix them, then click Make invoices again. An invoice with no pay left after a re-approval becomes Void, and whoever got it is told not to pay it.