How to create and pay invoices

A step-by-step guide to help you create, edit, and pay your invoices through Ontop.

🔁 Need to edit existing invoices?

If your invoices are already created and you only need to make changes, follow this guide:
👉 How to edit invoices – click here

🧾 Creating invoices from scratch

✔️ Step 1: Go to Payments > Pay Now, then click Create a new payment.

✔️ Step 2: Choose how you'd like to create the invoices. You’ll see three options — here’s what they mean and our recommendations for each:

💡 Tip: Even if you create multiple payment groups, you’ll still be able to pay them all together by selecting them during checkout.

Option 1: From your contracts

Best for recurring payments with the same or similar amounts every month.

Invoices are generated based on your active contracts.
Select a name for the payment group (you can edit it later), the month (past, current, or next), and the period (full month, 1st–15th, or 16th–end of month).

⚠️ Contracts that ended in the last 30 days will still appear in case a final payment is needed. If not required, you can delete them from the payment group.

❗ Payment names should not include special characters (e.g. +, -, *, /, .)

Option 2: From your active workers

Ideal if you're only creating 1–5 invoices.

Select the contractors from the list and click Continue.
Then, enter the amount and payment date for each.

Option 3: From a file

Recommended if you're paying many contractors or need extra flexibility.

✔️ Step 1: Download the invoice template from the platform.

✔️ Step 2: Fill in the template with:

Payment dates
Amounts
Up to 5 extra payments
Notes

📝 You can remove any contractor you don’t want to include by deleting their row.
📅 When adding a payment date, click on the cell to confirm it’s correct. Dates can also be edited later.

✔️ Step 3: Save and upload the file to the platform.

✔️ Step 4: If there are any errors, you’ll receive a message with instructions. Download the file again — the cells with errors will be highlighted in yellow with notes.

Make corrections, save the file, and re-upload it.

✅ After creating the payment group

You’ll see a summary with:

Total amount (excluding fees)
Number of invoices
Number of contractors

This helps confirm you’re not double-paying anyone.

🔁 If needed, you can still edit your invoices here.

🗑️ How to delete a payment group

Go to Payments > Pay Now, find the payment group, and click the trash icon 🗑️ next to it.

💳 Paying your invoices

Once you’ve confirmed all amounts and dates:

✔️ Step 1: Select the payment groups you want to pay.

✔️ Step 2: Click Go to Confirm.

✔️ Step 3: Choose or update your payment method.

We recommend reviewing all amounts before completing the payment.

Need help choosing a payment method? Read this guide:
👉 Accepted payment methods – click here

🔍 What do “OMF” and “ONTW” mean?

When reviewing invoices or payment summaries, you might see the labels OMF or ONTW:

OMF (Ontop Membership Fee)
ONTW (Workers' Invoices )

How to: Set up a payment method as a company - click here.

Congratulations, you have made it! 🚀

If you have further questions, feel free to contact our support team via chat 😊

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How to: Create invoices