Create Payable Item

A payable item is a gross amount of funds to be paid to a Worker. Creating a payable item places it in a "pending" status and does not automatically pay it out: you need to request the pay-out of Payables in order for them to be paid.

Common examples of payable items include:

1. Paying contractors for hours worked, units installed, deliveries completed, and so on.
2. Paying employees for mileage or expense reimbursements..
3. Paying employees and contractors for bonuses or other flat-rate amounts.

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Use the Timesheets API to record employees' hours

You shouldn't use payable items to pay employees for hours worked. Instead, use the Timesheets API to record employees' hourly wages. That allows us to pay them in full compliance with labor law!

Using the Payables API

• You assign each payable item an Earning type in its earningType field so it can be categorized correctly.
• You provide a unique identifier for each payable item in its externalId field. This ID should be meaningful to you, because we use this ID as an idempotency key to prevent creating multiple payables items that represent the same amount. In the event of a network connectivity or other issue, we will reject any payable items with IDs that already exist. This prevents the risk of paying out the same amount multiple times.
• You can optionally provide the unitRate and unitCount fields as metadata for amounts like miles driven, deliveries completed, or other "unit-based" pay amounts.

Paying-out payable items

There are two ways to pay-out a payable item: ASAP, which pays it out as quickly as possible, or With Payroll, which automatically includes it as part of the worker's regular pay cycle and pays out once payroll is approved.

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Contractors and employees work differently

Currently, only W-2 employees, not contractors, are eligible for regular payroll pay cycles, so while either option is available for W-2 employees, contractors can only be paid using the "ASAP" option.

Payable items are created in a "pending" state. In this "pending" state, payable items are available to be paid-out at a future time, and are not immediately paid-out. Instead, paying-out a payable item to a contractor (or off-cycle to an employee), can be triggered by calling the Request ASAP payout for Payables endpoint, which processes payable items into payments.

The following scenarios are an overview of how to pay workers in different classifications:

You're paying only contractors

You have to call Request ASAP payout for Payables in order for any payable items to be paid-out.

You're paying only employees

You have to choose whether you want employees' payable items to be paid-out ASAP or with regular payroll. By default, employees' payable items will wait for regular payroll and won't be paid-out ASAP.

See the includeWorkersOnRegularPayCycle parameter in Request ASAP payout for Payables to control this.

You're paying both employees and contractors

You have to call Request Payment for Payables in order for any payable items to be paid-out to contractors.

For employees, you have to choose whether you want employees' payable items to be paid-out ASAP—as they are for contractors—or wait for them to be included with regular payroll. By default, employees' payable items will wait for regular payroll and won't be paid-out ASAP.

See the includeWorkersOnRegularPayCycle parameter in Request ASAP payout for Payables to control this.

Pre-approving Payments

Once a payment has been created from one or more payable items, it is checked for "approval" before initiating any kind of funds transfer. If a payment is not yet approved, it appears in the "Payments" section of the admin portal for manual approval. If it's approved already, the Payment will automatically be processed for a funds transfer.

In order to pre-approve a payment, so it will bypass the approval check and process a transfer immediately, make sure to set the verified flag on payable items to true, and the "Automatically Approve Payments" feature must be enabled for your Everee instance. Your Everee account manager can help make sure it's enabled. That will automatically mark the payment as pre-approved, so it will process immediately once you call Request ASAP payout for Payables, and won't pause for manual approval.