How Invoicing Works for Freelancers on Paytube

Who This Guide Is For

This guide is for contractors onboarded as Freelancers on Paytube. You use the portal to log approved work and to submit your own invoice for each billing period.

This is not the same as the PAYE Umbrella Contractor path (Umbrella Employee or Umbrella Director), where your day rate and contract length are agreed upfront and Paytube invoices the client from your timesheet alone. If that applies to you, read How Invoicing Works for PAYE Umbrella Contractors instead.

How Freelancer Billing Differs from PAYE Umbrella Contractors

Freelancers and PAYE Umbrella Contractors both use the submit timesheet feature, but the billing steps after that are different:

• Freelancers - Submit a timesheet and raise an invoice request through Create Invoice. Paytube issues that invoice to your client on your behalf. Day rate and scope are confirmed on each invoice - they are not pre-committed on umbrella employment terms.
• PAYE Umbrella Contractors - Submit a timesheet only. Day rate and contract length are already agreed at onboarding. Paytube raises the commercial invoice and pays you by payslip.

Submitting a Timesheet

Use the submit timesheet feature to record approved work for a period - hours, days, dates, and any client or agency reference required. The timesheet supports your invoice request and gives Paytube accounts a clear record of what was worked.

A timesheet on its own does not trigger client billing on the Freelancer path. You must also submit an invoice request for the same period (see below).

Submitting Your Invoice

After logging your work, open Create Invoice in the Paytube portal. You will see your linked client (from My Profile) and enter the invoice date, line items, quantities, rates, and any notes for the accounts team.

Submit the invoice request when the figures match your approved timesheet or purchase order. Paytube reviews submitted invoice requests before they are issued externally to your client.

Approval, Issue, and Payment Flow

After you submit an invoice request, it moves through the following workflow:

• Submitted - You have sent the invoice request; Paytube accounts reviews it.
• Approved - Figures and client details are confirmed internally.
• Issued - Paytube sends the invoice to the client contact on file.
• Processed - Payment has been received and recorded against your account.

Tips for Faster Processing

Submit your timesheet and invoice request together when possible so accounts can match them quickly. Match line descriptions to your timesheet or PO reference. Use clear date ranges for each line item. Add supporting detail in notes if your client requires a project code or cost centre.

Submit promptly after client approval of hours - delays at invoice stage delay when you get paid. You can track status on the Invoice Summary page and download the PDF once the invoice has been issued.