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Paying a Freelancer

You and your Freelancer have two transaction options in our mandatory billing & payment system—paying invoices alone and paying invoices via SafePay. SafePay provides more payment protection than invoicing alone.

If you’ve never worked with a Freelancer before, we strongly recommend using SafePay. If you decide not to use Safepay, negotiation and arbitration aren’t available in the event of a dispute because there aren’t any funds in our control. Negotiation and arbitration services are only an option when there are funds in SafePay.

Searching for Freelancer:

  1. Log into the site.
  2. Click the “Find Freelancer” search bar.
  3. Type in a search term.

Search terms should be keywords. For example: “WordPress developer”. Once you’ve executed a search you can refine it using the filters on the left sidebar.

Inviting a Freelancer to your job:

  1. Use the “Find a Freelancer” search bar and find a Freelancer you’re interested in.
  2. Click “Get a Quote” next to their name.
  3. Choose a job you’d like to invite them to or create an entirely new job.
  4. Send an optional message.
  5. Click “Get a Quote”.

Invoices are how money is transferred to your Freelancers.  There are three types of invoices you can receive.

Milestone invoices are generated from the agreement of a fixed-price job and sent at your Freelancer request.

Hourly invoices are automatically sent the Tuesday after each billable week containing the hours tracked.

Miscellaneous invoices be used if you’re operating outside of an agreement or if any additional payment is needed.  Your Freelancer can send these at any time.

This is how it works:

  1. You hire a Freelancer for a job, and they accept.
  2. Your Freelancer starts and finishes the work.
  3. You review the work.
  4. Your Freelancer sends you an invoice.
  5. You pay the invoice.
  6. You and your Freelancer leave feedback for each other.

Paying an Invoice

You can pay your Freelancer’s invoice using SafePay funds, cash account balance, credit card, PayPal or e-check.

You can also send us a check or wired funds, but there’s a different process for that.

To pay an invoice:

  1. Log into your account to view your dashboard (it’s pictured in the image above).
  2. Look for the “Invoices” tile on the right side.
  3. Review the invoices listed–this tile lists any invoice that requires any action.
  4. Click “Pay Now” next to the appropriate invoice.
  5. Take a moment to review the invoice fully on the next page.
  6. Click the blue, “Pay Invoice” button and follow the on-screen instructions.

Managing Invoices

To view or check the status of an invoice, click “Pay” in your navigation bar. You’ll see a list of all invoices for your jobs. You can filter invoices by searching for a job ID or invoice ID.

To view invoice details, simply click on the invoice ID. If you haven’t paid the invoice yet, you’ll be able to pay, dispute or reject the invoice (if it’s not tied to the agreement). If you’ve already paid it, you can archive or print the invoice.

Paid Invoice Refunds

To get a refund from a paid invoice, you’ll have to contact your Freelancer directly. When paying an invoice, you agree that the work has been completed to your satisfaction and the funds will be immediately transferred to your Freelancer. Once you either make an invoice payment directly, or pay an invoice with SafePay funds, we no longer have the funds and cannot recover them for you. If the funds are still in your Freelancers cash account, they can easily issue you a refund of your paid invoice, but the refund would need to be voluntary.

We do not recommend making up-front payments to Freelancers. If they do require an up-front payment, request that you use SafePay instead of paying their invoice alone. If they don’t comply, you can always hire someone else.

Adding and Editing PO Numbers

There are two ways you can add a PO number to a payment.

Via the Workroom

If you add a PO via the workroom, all invoices sent for from that Freelancer for that job will share the same PO number.  You can change it at any time but the change will only effect future invoices.  Any previous invoices would need to be changed on an individual basis if needed.

  1. Find your job on the dashboard under the “Work Rooms” tile.
  2. Click on the job title to navigate to that job’s workroom.
  3. Click “+ Purchase Order Number” under the Freelancer you’d like to add the PO for.
  4. Add the PO number in the dialogue box that appears and attach files if needed.
  5. Click “Save” when finished.

Via an Invoice

  1. Log in and view your dashboard.
  2. Click the “Pay” button to view all of your invoices.
  3. Select an invoice in which you want to add or change the PO.
  4. Review the invoice and click “+Purchase Order Number”.
  5. Add the PO number in the dialogue box that appears and attach a file if needed.
  6. Click “Save” when finished.
SafePay is a shared account between you and your Freelancer. It gives you a simple and secure way to pay your Freelancer.

Once SafePay is funded, your Freelancer can work and deliver work with confidence.

When funds are in SafePay neither you nor the Freelancer have direct access to them. Funds can only be released when your Employer uses them to pay an invoice or after you both have had the opportunity to Approve or Edit a release request.

Funds in SafePay can be used to pay for any work that is done. They are not directly connected to any one invoice or task.

In general, we recommend these steps when using SafePay:

  1. Once SafePay is funded, the Freelancer begins work.
  2. The Freelancer provides work to the Employer and lets them review it.
  3. The Employer releases the funds from SafePay and the Freelancer gets paid!

If you and the Freelancer can’t agree on how the funds should be released, either of you can request Arbitration.

To add funds to SafePay:

  1. Select the job title from the “Manage” section.
  2. Select the appropriate Freelancer’s name.
  3. On the left side of the screen – click on the box that says, “SafePay”.
  4. Find the blue “+ Add Funds” button.
  5. Follow the on-screen prompts to add funds to SafePay.

Once funds are added to SafePay, you will see a receipt that you can print. We will also email you a receipt.

How to Release Funds
Our “Release Funds” tool lets you distribute funds from SafePay.

If you request to release funds to yourself, we give the Freelancer (7) days to respond. If the Freelancer does not respond, the funds will automatically be released to your Cash Account.

To submit a release request:

  1. Select the job title from the “Manage” section.
  2. Select the appropriate Freelancer’s name.
  3. On the left side of the screen – click on the box that says, “SafePay”.
  4. Find the blue “- Release Funds” button.
  5. Enter the amount you want to release to each party.
  6. Check and make sure the amounts are correct and click the box agreeing to the terms of the release.
  7. Click the blue box that says, “Release Funds”.

Any funds not released will remain in SafePay.


You can take advantage of auto-pay as long as you have an agreement in place and the current milestone is fully funded using SafePay. When your Freelancer bills from the agreement, our system will check to see if the milestone is due. If the milestone is due (or past due) it will be automatically paid at the end of the grace period (7, 14, or 28 days) defined in your agreement. Within that grace period, you’ll have plenty of time to review the work your Freelancer sent you, delay auto-pay if the need arises or dispute the invoice completely.

To extend auto-payment of a milestone invoice, click the Auto-Pay date on the invoice.

If your Freelancer tracks time and sends an hourly invoice, it will be auto-paid on Tuesday of the following week. If there’s a bigger problem than a small deadline adjustment, you can stop the invoice from being auto-paid by disputing it. Be sure to tell your Freelancer exactly what they need to change (on the invoice or with their work) to get paid.

NOTE: Miscellaneous invoices aren’t eligible for auto-pay because they aren’t associated with an agreement.

Employers and freelancers can rate each other within 60 days of payment.

You’ll be given two choices:

  1. “I am satisfied.” You’ll have the option to leave a comment about your experience.
  2. “I am not satisfied.” If you want to tell our support staff why you were not satisfied with the transaction, we can look into the matter to see what options are available if any. We may contact you or anyone else involved in the project if necessary.

Leaving feedback:

If you don’t see the invoice that you want to leave feedback for on your dashboard, follow these instructions to see all invoices eligible for feedback.

  1. On the top navigation bar, click “Pay” and you’ll be taken to the “Invoices” tab.
  2. Under “status” choose “no feedback left.”
  3. Click “leave feedback” next to the payment you want to rate.

NOTE: You have 60 days from the date the invoice is paid to leave feedback. If no feedback is left after 60 days, the transaction will be automatically given a satisfactory rating.  Feedback cannot be edited once it has been left.

Managing feedback:

You can manage your feedback by clicking the rating directly from your dashboard.  You’ll see a list of all the feedback you’ve received and the option to “publish” or “hide.”

“Publish” will make this feedback public for other users to view.

“Hide” will remove this feedback from your profile.

NOTE:  Feedback will automatically be published 7 days after it is received.


Calculating Your Feedback:

Your feedback percentage is calculated by taking the earnings total associated with invoices that were rated satisfactory and dividing that by the total earnings for all invoices.

Example: If I earned a total of $500 in the past 12 months and $400 of that was rated satisfactory, the equation would look like this:

Policies concerning updating or deleting feedback:

You cannot update feedback left or received and we will not censor feedback or investigate it for accuracy. will remove feedback records for the following situations:

  • If a valid court order finds that the feedback record is libelous, defamatory, or otherwise illegal.
  • If you submit a dispute and during negotiation both parties agree to remove the feedback left for each other. will update feedback comments for the following situations:

  • Personal contact information appears in the feedback comments and a party wants the information to be removed.
  • A typo appears in the feedback comments and a party wants to correct it.
  • Profane or obscene language appears in the feedback comments. (Negative language that may not be considered profane is still discouraged and will be reviewed on a case-by-case basis.)