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Contractor invoice and payment deadlines: late action means late payment

• Contractors: submit invoices by the 19th of each month. A saved draft is not a submitted invoice.
• Admins: approve invoices by the 21st of each month. Submission alone does not authorize payment.
• Funding: Toku must receive cleared funds 4–5 business days before payout. Initiating a transfer or sending proof of payment does not meet the deadline.
• Standard monthly payout: the last day of the month, provided submission, approval, and funding deadlines are met.

Late submission, approval, or funding will delay payment. Every day of delay pushes payment back by at least one day. A missed payment cycle can cause a longer delay; the invoice due date is not a guarantee of payment.

Automation does not remove these deadlines. Earlier published holiday deadlines take precedence; see Toku: 2026 End-of-Year Payroll & Payment Guide.

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For organization administrators managing client-managed contractors on Toku. Last updated October 30, 2026.

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Client-managed contractors are hired directly by you, not by Toku. Your team owns onboarding; Toku provides the platform and releases payments once you approve.

Before you start

• You are responsible for contracting the contractor directly under your own agreement
• Toku invites the contractor to the platform to complete their onboarding information and tax forms
• Review the contractor's submitted details and confirm all required information before finalizing

Your role vs. Toku's role

How onboarding works

1. Open the onboarding window. Open People in the left-hand menu and click Add People. In Add Team Member, select Contractor, then click Continue.

   

   Open People and use Add People at the top right of the people list.

   

   Contractor is selected in the Add Team Member window.

2. Choose the engagement model. Select Client Managed, then click Continue.

   

   Client Managed is selected on the Engagement step.

3. Enter the contractor’s details. Enter First name, Last name, Personal email, Country of residence, and Start date; Work email (optional) can be left blank. Click Continue.

   

   The Details step shows example contractor information before continuing.

4. Set up the contract. Complete the role information, agreed rate, currency, and contract terms in Contract Details. Click Continue to open Set up invoice automation before Review.

   

   The Contract step shows a monthly rate of 6,000 CAD and the Continue button.

5. Choose invoice settings. Choose each invoice setting independently, then click Continue to review. To decide later, click Set up later instead.

   • Automatic invoice creation: Creates a monthly invoice from the contractor’s agreed rate when the contractor and organization are eligible.
   • Automatic invoice submission: Submits automatically created invoices for approval; invoices stay in draft if payout details are incomplete.
   • Automatic invoice approval: Approves submitted invoices that meet your organization’s approval rules and amount limits.

   

   All three invoice settings start off; Back, Set up later, and Continue to review are available.

   

   All three settings are selected, with the first eligible cycle and organization approval guidance shown.

6. Review the contract and invoice preferences. Check Invoice preferences and Contractor Summary on Review & Confirm. Use Edit invoice preferences to change the settings or Back to return to an earlier step; your entries are preserved.

   

   Review shows the selected preferences and contractor details, with Back and Add contractor at the bottom.

7. Add the contractor. Click Add contractor to save the contractor and the invoice preferences you selected. The Contractor added confirmation appears on People; automatic invoice creation waits until onboarding is complete.

   

   The Contractor added message on People confirms that invoice preferences were saved and creation waits for onboarding completion; the new contractor appears in the list as In Progress.

8. The contractor completes their own onboarding checklist: personal details, address, banking or wallet information, and tax forms (all required before Toku can process payments).

9. Open the contractor's profile from the Onboarding or People page. On the Overview tab, confirm their employment type shows Contractor • Client Managed and review their submitted details; on the Onboarding tab, check their step-by-step progress.

   

   A client-managed contractor's profile Overview tab, showing Employment Type as Contractor • Client Managed alongside their submitted employment details.

10. Once the contractor's checklist reaches 100%, their status automatically changes to Completed on the Onboarding page — there is no separate button for you to click. Completed contractors can now proceed to invoicing.