# How to Automate Contractor Payments in Make.com

## Метаданные

- **Канал:** Nick Saraev
- **YouTube:** https://www.youtube.com/watch?v=3Kp8AoPcTT0
- **Дата:** 01.04.2024
- **Длительность:** 48:11
- **Просмотры:** 5,127
- **Источник:** https://ekstraktznaniy.ru/video/12665

## Описание

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Paying freelancers, staff, & contractors often takes several hours of time per week. Invoices are the bane of many CFO's & founder's existence for a reason—it's time consuming and annoying. So here's a system (with a neat invoicing approach) that lets you automate it. Just add a neobank like Mercury, Brex, or Wise, send an API call, and voila.

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## Транскрипт

### Segment 1 (00:00 - 05:00) []

what's going on everybody Nick here and in this video I'm going to show you how to automate staff payments using make. com the automations I'm about to show you are extremely simple they can save you anywhere from 5 hours on the lowend to maybe 20 to 25 hours per month on the highend particularly for agencies that have to do a lot of payment queuing contractors invoice juggling that sort of thing and you can also employ it in your own business as well as sell it to people I sell systems like this from anywhere from $2,000 in the low end up to maybe $5,000 in high end so a lot of leeway here we'll cover the theory and we'll also build out live in make. com if that sounds like some you're interested in stay tuned let's get into the video okay so what I have here is a Whimsical and this is basically just a mind map showing you several of the most common ways that uh people in a company can be paid this isn't every single way there are some commission percentage based type Arrangements that I'm not covering in this video just cuz I think that's pretty conceptually simple once you cover the rest of this uh but generally speaking there are three ways that people are paid and there's also a slightly different approach to you know invoices and stuff like that I'm going to cover as well uh but any who let's dive into it under staff payments here we have three project or categories or types we have hourly rates then we have Project based rates and then we have flat or salary equivalent rates hourly rates are pretty simple $25 an hour you're getting paid an hourly rate project base is usually used in like freelancer type Arrangements where you know every time somebody does like an article for you or maybe a website design you just pay them a flat rate of th000 or $2,000 it's usually quite inter agency as well so if you're ever working like inter agency AK with another agency to do some service that you know one of your clients might need for you usually paying them a project basis uh and then you have flat or salary equivalent which is basically just like you know every two weeks you get paid $2,000 or every month you get paid like $66,000 or something like that so I think we're all probably familiar with these three different types of payments we've either you know gotten paid with one of them ourselves like hourly rates are very common in just traditional 9o5 Employments so are flat salary equivalents or if you guys have ever freelanced or done contract work you're probably familiar with Project based but let's peel back the curtain and let's talk a little bit about okay you know we know what these are how exactly would you go about automating a system that does this and so um you know I should probably touch on this like if you're an employee and you're if you're playing some if you're paying somebody like a typical 9 to5 there are certain legal obligations that go with that and you're for the most part better off using like a built-in payroll system or some type of like government interfacing system there are thousands if you're in the US probably a couple of dozen if you're in Canada and Western Europe and I think there are a few for you know Eastern Europe and Asia as well I'm not entirely familiar with those though so I'm going to leave that up to you to find however if you are dealing with people that aren't employees which most of the agency world is moving towards simply because it's a lot more convenient you don't have to deal with things like termination um you know the contractor or the person that's doing the freelancing typically has more like work autonomy as well uh so if you're going forward with that model then this is really where this comes in this is where you can automate like all their invoices you know all of their payments that are being queued and that sort of thing so I mention that because usually when you're working with contractors or people on freelance or anything like that um the typical process is the freelancer the person on contract or whatever will create an invoice for you and then have you verify that the invoice is correct and then pay them using that invoice and you can either just generate a PDF invoice and then get paid through like bank transfer or something or you can you know send them an invoice via stripe and then have your client pay or that sort of thing the issue with that though is it's very non-standard if you let you know 20 different people uh invoice you in 20 different ways then how the heck are you supposed to build any type of process around that it's impossible and so a much better and more effective way to deal with you know the vast majority of agency payments which are going to be contractors they're going to be Freelancers and that sort of thing is standardize their invoices using your own invoice template generate that invoice with line items depending on whether they're hourly Project based or flat salary equivalant send it over to them and then have them say yeah that looks good maybe they sign off on it or something like that and then trigger that action or use that action as a trigger to initiate the rest of an automation flow that either goes out and then cues up a payment and sends them money or you know maybe generates some list for your CFO to review to click a button or something of that nature essentially what we're doing is we're taking this like very variable sort of thing which is like contractor invoices and then we are turning it or adding it into like a streamlined end pip line

### Segment 2 (05:00 - 10:00) [5:00]

um you know that we can integrate with our own systems and so that's more or less what all of these three steps or three um payment categories are centered around so for hourly rate for instance you can imagine how any system that would automate the payments of a contractor a staff member that is paid hourly would have to one tabulate the number of hours that they've worked in whatever time period two multiply by some hourly rate and then three preparing invoice with potentially even line items broken down for different tasks multiplied by the hourly rate to equal the total and then send that over to them have them sign off and say yeah that looks good and then use that to trigger the rest of the flow so that's what the hourly rate flow looks like the Project based rate pretty similar you're going to instead of tabulating the number of hours you're going to tabulate the number of projects or maybe you have a custom field in your project management platform or something like that which allows you to track the budget for every individual line item what you're going to do is you know every so often what whatever their payment period is you're going to run this automated system it's going to tabulate those projects then it's going to you know figure out whatever amount of money that they're owed add that up as a subtotal and then again we're going to prepare an invoice and have them sign off the last fat flat or salary equivalent it's probably the simplest because all we need to do is just like figure out how much money they're getting paid every time period and then just generate an invoice for them basically every time period have them sign off so these are three different ways of going about the same process I'd say which is essentially just standardizing um kind of like what a payub is it's just we're obviously trying to skirt the definition of payub because uh you know in like today's remote world you have people from all different countries working at the average business you know this sort of standardization is just necessary if you want to be able to scale this up and essentially instead of you having to look over 10 or 15 different invoices every payment period I imagine if you're like a maybe low seven figure agency or something um you just uh you know you just click one button everything just happens automatically for going to get sent out and I'll show you exactly how to build this so yeah that's the theory that's sort of the motivation behind this and it's something that I'm personally using my used in my agency one second copy it's uh systems that I've sold to a variety of companies that you know just juggle so many payments every single month and I find that the accuracy goes up the reliability goes up generally speaking is just a much better way to operate now how do you actually go and build something out like this in practice well uh you need a project management or a customer relationship management platform form I'm going to be using clickup simply because I'm the most familiar with it and you know I think that everything that you're going to do in clickup you can do easily on any other project management or CRM platform out there so it's just simpler for me to do that and then I'm going to go and I'm going to build out a flow that tabulates the hours multiplies by the hourly rate prepares the invoice and has them sign off I'll do the same thing for project base and I'll also flat and then you know depending on whatever your bank is if you guys are using like one of these more modern Neo Banks you can even do an API call and then queue up a pay so pretty neat okay so let me jump into make. com here and let's build this out I think I was just building this yeah yesterday but I'll delete all this and we can kind of start from scratch and then I'm going to need a couple of these uh because this is for hourly rate we're going to do another one for project base and then a last one for um flat so we're going to say Project based and then this last one is going to be flat salary you can see here I said contractor payroll but it's not just for contractors it's just for anything that any working arrangement that is not um an employee is what I'd recommend you can't obviously use this to pay your employees you just need to make sure that your paperwork is done and that sort of thing because you know in most places around the world like being an employee just means that you are afforded certain rights and also have certain responsibilities that like a contractor a on employee doesn't have um so just make sure that you cover it I don't know where anybody that's watching this video lives unfortunately so it's very difficult to say anything with more Precision okay so those are my three scenarios I'm also going to build out a couple of spaces or lists here in clickup um clickup as I mentioned earlier is interchangeable for basically any project management or customer relationship management system um they all operate similarly at least on like a conceptual level at this point essentially click up is broken down into spaces and every space a bunch of lists and lists are sort of like glorified Google Sheets so you can see that I've built out a list here called the example payroll list and there are a few tasks that have been created here one called website development another called strategy they've both been assigned to Yours Truly and then uh there are two columns here that we're going to use to pull data for our flow one's called time tracked and then the other is called internal budget so time tracked pretty self-explanatory that's how much time it took for me to let's say do a task I guess these are technically Todo but you know again interchangeable between your project management systems and then internal budget is going to be how much

### Segment 3 (10:00 - 15:00) [10:00]

money the company is paying me for that task so the internal budget of this task is $500 for instance that just means whoever is the assign will make $500 in order for the systems to work we also need a staff tracker just means a place that we can reference that includes like the name of the person that we're paying the asse maybe we'll do an email column yeah that should be enough unless you misspell email oops like me and then going to get their time tracked as a result so I'm going to go down to select workspace is 1 second copy this is just my um example workspace that I use well example space I should say called test build I'm then going to enumerate example payroll list and then uh you can see it tells me how many tasks I have and then assign the IDS I'm just going to leave it as anybody well actually no I shouldn't okay see I already made a mistake here what we need to do is we don't list all tasks in that space we should list all the tasks in my bad um the staff list yeah so what we're going to do is basically once a month or something we're going to trigger this flow whenever our payment period is let's say it's like on the first day of the month I mean it's right now so that's pretty convenient so the first day of the month we're going to trigger a flow and the flow is going to go back and then add up the time entries from the previous month and then it's going to multiply those time entries by the hourly rate it's going to get a total and then we can use that total to generate some type of document or invoice or whatnot so uh yeah we got our staff track right here I'm not going to filter by assigning IDs I'm just going to list um everybody I am then for the purpose of this I'm just going to do the limit as one but you can imagine how if you were running this in practice it would be a lot more than one you know you have a whole team that you're doing and then I'm just going to run this on the first St day of the month and let's just say we run it at like 000000 a. m. well I guess that'd be 12 a. m. right so that looks good to me okay great and then I'm just going to run this and see what sort of data that we get so remember this is our staff tracker uh we just went over the list that says Nick arrive with my hourly rate and that sort of stuff so if I scroll down here and I go to custom Fields you'll see I got the hourly rate I got the email address and I got the monthly salary I mean like at this point you're basically done the monthly salary step you would just tie this to something that creates a Google doc which I can show you in a second maybe fills it in with some invoice info um but any who uh yeah we're done the first step for hourly tracker now that we're done with that depending on whether you're using a platform with a built-in time tracker like clickup or Monday or maybe you're doing an off platform you might have to um query the specific time tracker but you know if you just go to click on and type time you can see that you can list all the time entries within a certain date range which is obviously super useful for us okay I'll go to workspace and now I'm going to select the assign by going to map and then I'm going to feed in the assign ID so if I go to assignes you'll see that uh the person that's been assigned is Nick saraf me myself and I we're then going to add their ID under the assignes field excuse me and then we're going to map that because this is like a dynamic variable that may change we can't just statically select the same person over and over again right we have to find a way to modify that um depending on what the previous variable is so that's what this map toggle does now for now I'm just going to set this limit really high maybe it'll be 200 and then I'm just going to run it to test what sort of output we get then let me just run this whole flow got the assign e ID now we're getting the time entries and let's just take a look at what this is so we see that multiple bundles are returned so more than one uh basically every time a time entry happens then we list them it's going to

### Segment 4 (15:00 - 20:00) [15:00]

be generating a bundle and the reason why that's relevant for us is because every time that there's a new bundle generated uh that just triggers a whole new scenario flow from that point onwards so we're going to need to probably aggregate it in some way and we can talk about how to do that afterwards we then have a duration field which looks like it's in milliseconds which is great for us because that's probably the simplest way that we can go about um uh tracking time because all we need to do is divide this by a th then 60 then yeah and then I think we have hours and then we can just multiply that by some hourly rate so what's 60 * 24 is that 8,000 yeah 86,400 then I think we need to do one more of these so I'm just going to then set multiple variables well actually I think I just going to set one variable here but we'll use to set multiple variables module we'll say ours uh and then what I'm going to do is I'm going to divide this duration oh actually we have a duration in Min what am I doing that's really convenient so we don't need to divide it by 86400 we just 60 and then uh we should be able to get hourly rate as well I'm just going to store this here it'll probably be a lot simpler for me and then yeah we should have hours we should have hourly rate and then I mean I could go through and then I could like get the amount right now but I'm just going to test this out first um the reason why there's a little red dot here is because I have an operator at the beginning of an expression so I need to feed in the number of minutes there we go going to save that probably going to get a warning no I won't okay let's see what sort of values we got so the first I worked 3. 33 3335 and I got my AR rate of 25 and then the second I got uh I worked a quarter of an hour and I got an hourly rate of 25 let me just go back in and make sure that this works Yep looks good to me um now what I can do that just because I verify that this works I can actually just get like a subtotal I can take these two values and then I can uh multiply them together and this will be my subtotal I'm now going to run this it's going to list all the tasks again and then now I have $83 33 for that first time entry second time entry I got $625 awesome so now we basically have everything we need to actually go out and then you know generate an invoice or whatever for our uh for our contractors to sign so there are multiple different approaches you could use for this I personally just use pandadoc and then I like create an invoice template and then I just um automatically generate a list using a text aggregator um I think we could probably do that this time but you know you can also just use Google docs maybe I'll for the purposes list that might be a little bit easier um we'll go date I'll say name I'll say email address then I'll say um let's just say like left click we'll say to and we'll say from I'm just going to say example address so I don't start getting mail to my house you guys have been awesome but every now and then there's somebody that like send something relatively creepy um yeah U you know I'm just going to leave that at that and then we'll say like work performed and then I'm going to just tabulate over it I'm not going to make it special but I'll just say um aggregated line items and then I'll say subtotal and then we'll put it underneath here as well and then we'll say total actually I should do proper grammar here we'll have a total underneath um I don't think we're going to yeah we don't we're not going to like do any taxes or anything like that so we're just going to say actually do the subtotal as the total and then anything else we got to do we could tie this to a signature for now but I don't think I'm going to do that this is just going to be like our very basic invoice template wonderful so now I'm going to go back here and then to Google Docs maybe they just call it docs I forget yeah and then uh we should be able to create a document from a template there

### Segment 5 (20:00 - 25:00) [20:00]

are a couple things we're going to have to do in between these by the way I'm just um just sort of templating this out making it really simple I don't remember what email I made this with so let me okay yeah so it looks like it's that let me see if I can jump in or if I have to update my connection request again that looks like I will awesome looks good we are now connected to that email so I should be able to select this document ID which I'm going to call very basic invoice template LEL this invoice for let's do where's that name that we had earlier voice for whatever that name is and then we're also going to do the date today so we'll just go now and then to make the date look pretty we'll format the date and I believe we want do month no we want month do so like March the 3 year year 2024 or something like that okay great that should be fine we can then use this formatted date uh as the date the name we will just get the same name that we had before which in my case is going to be the task name email address will be the task email which we can find under custom fields and then aggregated line items and total amount we take care of momentarily um which looks nice but for now I'm just going to say like example other example and then we'll just say like $500 or something um I just need to see how this looks before I do anything for the new invoice um location for the purposes of demonstration I'm just going to dump it into like a basic thing um if I run this now what's going to happen is this will run twice one for both of these flows so I'm just going to go to list time entries and then set this limit to one hypothetically just so that I only run this puppy once because I don't really want to generate a bunch of Google docs if I don't have to okay there's a web view link so we're going to access that web view link here and then you'll see that the work okay so this did not look like it worked very well mm just ended up being the um number of the month so 03 so I got that wrong I think it needs to be m so I might do m o and then D it said the 31st for some reason oh right because I'm in Europe and my time zones are different so uh I'm just in a different place than the time zone that my make um account is so it's saying that it's still the 31st but really it's the first that might be a problem later but we'll debug together work performed um I then have a space so I need to see if I can get rid of that then example other example then there's some subtotal or I guess total in this case so great all most of this looks really good all I need to do is just go in and then edit um a couple of these more procedural things so let's go m o see how that works uh we had an additional line here it looks like so I'm going to remove that and then I left total amount as is okay great let's run this puppy one more time make sure that it's good the reason I'm spending a little bit more time on this now by the way is because uh when I get this right then we can do the rest of the flow is fair fairly easily because they're all similar in nature okay great two from work perform total awesome there are a couple other things that you need legally in an invoice um just a heads up so I think you need like your address in most places around the world and you might need a couple of other fields but if you're curious about what that looks like just jump on over to like invoice template um on Google and you know type in the name of whatever your local is or maybe where the place that you are going to be or the place that your company is physically registered in um is because you know if you have to add a couple of other things like your street address or you can't use a PO Box order that might be a little bit weird uh and then that way we don't have to use Panda do and I don't have to go through like another platform most people are probably familiar with Google Docs that makes sense okay great so now we have sort of have a question logically so we're listing a bunch of time entries here I'm just going to say we're listing 200 we're paying them once a month right on the first of the month um how do we go out and how do we like aggregate how do we add up all of these time entries essentially and there are a couple different ways you could do it so see here there's like a text aggregator there's also a numeric aggregator we're actually going to use both but we can't just stick them one after the other like this because then the flow is not well I don't know if we can stick it next to each other actually let me see let's do set multiple variables and then what I'm going to do is I'll say um let's do hours at125 and then we will

### Segment 6 (25:00 - 30:00) [25:00]

say 83 we should probably round this as well now that I'm looking at it uh well actually I guess we can't round people's money not to the nearest integer anyway so maybe I'll just leave it at that for now um I think we may be able to do this I don't actually no let's set multiple variables no we can't we can only access the text aggor that's unfortunate okay so here's what we're going to do um what this text regulator is going to do is just going to generate a bunch of um lines of text that say you know 3. 3 335 hours at $25 an hour is you know $83 for instance and then we can just add them all up I think we also might need a new line so I'm just going to add this um for now yeah it looks like there's a row separator so maybe we use new row I'm not entirely sure if that's going to work but we can give it a try the issue with this though is anytime you use an aggregator in make. com uh you lose access to anything inside of the aggregator specifically The Source module um so I can no longer access the source module for instance which is sort of annoying there may be um another way that I could do this but I think instead what I'm going to do is I'm just going to make a router and then let me think I can put a router here I think I can do this yes then I'm also going to put a router here for my number aggregator and then I'm going to make this Source module the set multiple variables aggate function is going to be sum the value that I'm summing is subtotal and then I'm going to use set and get variables in order to um pull the data um in the other route so the name of this is going to be let's just say like subtotal amount um I think I can actually just use the word subtotal and then uh what I'm going to put in there is the aggreg result the variable lifetime needs to be one cycle which is nice what I'm also going to do is then I'm going to go down here and click get and I'm just going to say get multiple variables because it's just always better to use the multiple wherever possible believe I call this sub total right so now I'm going to get the subtotal at the bottom route and then the way that these are connected is whatever route is connected first is the first route to go so because I'm pulling the get afterwards I need to connect this first that second this looks pretty good um I believe I'm going to have access to everything I need but we'll see make. com is always sort of give and take with this stuff you know you need to test it out a little bit sometimes the functions don't work exactly how you expect it and that sort of deal for aggregated light items I'm just going to paste the text and then the total amount I'm just going to paste the subtotal um let's format the number and then for decimal points we'll use this for decimal separator uh oh I get it I can actually form it okay great let's do two decimal points let's do period as a separator this will be the Thousand separator that looks good and then while I'm at it I should probably format um aggregator here as well to two decimal points because if I didn't that would be kind of ugly just in context okay great uh from there we should just generate one invoice and let's see how it goes fully expecting there to be some type of error that look oh hold on do we run this twice I don't think there's any reason why we needed to run this twice I think we should have ran this once yeah not really sure why we had to run it twice so yeah okay and then it ran twice here uh we should have aggregated that so I'm really sure where there are multiple bundles coming out I mean operation one looks good number of hour oh well I guess I need to round this but anyway number of hours at whatever is equal to oh I put two dollar signs here I should only put one uh let's format this number as well and then let's say two let's do period let's do comma and then go nice um and then it might be because of this router now that I'm thinking about it I don't actually know but we're setting a variable what twice then we are aggregating this H is it this row separator potentially no I don't think so we may just not be able to use set multiple variables as a source uh I may have had a problem with this before so I'm just not going to generate the invoice anymore and then I'm just going to run this and see logically why this is going twice we may have to use list time entries now that I'm thinking about it which is

### Segment 7 (30:00 - 35:00) [30:00]

unfortunate well I guess it's not super unfortunate here we'll use list all time entries this will also be we're now going to run this the same number of times and maybe it'll only run once okay uh looks like it added up to two which is nice and then here it didn't add a line separator because I removed the row separator so we'll run this puppy again okay we got two lines now both with the separated amounts and then here that we have the result which is all over the place so I'll um actually we'll just format the subtotal as it comes in like this that should be good now we have this subtotal which should reflect the new rounded amount and then if I scroll down here we have um task name email address aggregated line items should be good total amount which I guess I'm formatting the subtotal twice now which I don't need to do I should ideally you'd always do this at the source rather than at the um the destination okay great let's give this puppy a try I uh I'll always do this I'll always like align automatically and then I will always be like that looks terrible and then I'll always go back and then try and organize it like this I generally like to have my main flow in like the bottom rout linearly then if I ever have to use a router there another reason why I don't like routers they kind of screw with my visual flow but if I ever have to use a router then I'll usually stick it on top I learned that from um uh my good friend and business partner okay now we have this link I can open it up awesome that looks cool so you know we add that up oh I need to put a dollar sign on the total uh but aside from that I mean you know this is basically all the information that you'd need and in an invoice looks like I need to fix the date again because I don't think that I put the yeah let's do date time formatting tokens and just figure out exactly how to do this um I guess we need mmmm so what we need to do in order to get like the word March or whatever is mmmm and then uh okay invoice for task name format date okay and then total amount needs to be a dollar sign well I think we can probably just do this where I'm setting it right let's put the dollar sign here cool that looks good let's run this test one final time verify that this very basic invoice template works pasing it in nice that looks pretty cool let's make this a little prettier we'll make it enter 12o font and then we will add 1. 5 lines very legit you know you can add your logo in the top right hand corner if you want to let me see if maybe I can drag and drop mine in there man there are a lot of left clicks good God maybe if I type in my logo here oh yeah that looks nice much better thank you LinkedIn um we're just going to float this wherever I want I think that's how I do it uh no I don't want to break the text in front of text there we go wonderful what a fancy invoice your invoice may be uh may be nicer than this I don't even know how to make mine go up maybe I need to put this in the header or something actually now that I'm thinking about it and I don't remember how to get a header on uh oh yeah okay I just click this button and maybe I paste it up there and I put it like right over there man that's fancy incredible okay I mean to be honest I think that kind of looks like but hey what are you going to do guys this is a five minute invoice template so great we have our you know we have our lovely um invoice here the question is now how do we um uh how do we get like the date range so we basically we want to get uh the date range from the first day of the month to like the last essentially or like the full month Um this can be pretty weird to do in make. com unfortunately but we can take advantage of the fact that we are going to be running this scenario on the first day of the month and so basically in order to get the last day of the month we only really need to go back a little bit um this may not work while I'm like showing it here but uh you know bear with me and we'll get there together so under this list time entries module you can set an end date and then you can also set a start date and so if you think about it this scenario is going to be running every month on the first of the month at 000000 basically at 1200 a. m. so if we go back 1 minute then it will technically be the last minute of the previous month so we can set that as our end date for the period that we're adding up since we're doing it once month the reason why this is smart is because it eliminates a lot of

### Segment 8 (35:00 - 40:00) [35:00]

like the BS of dealing with like the last day of various months you know some months have like 30 days other months have like 31 28 and once every four years we're lucky with a 29th so you know dealing with all that stuff is kind of annoying it wouldn't it be way cooler if we could just pull a now and then we could say add days or sorry add minutes and then we could just go now negative 1 um presumably this is going to run 000000 Z within a couple of milliseconds so this is going to be um this is going to go all the way up to 1159 on the last day of the previous month which is nice and then for the start date um couple different things we can do but I think we're probably just going to add months we're going to grab now and then we're going to just do minus one now it's worth noting that my time zone is set up uh 8:55 a. m. and I think that in like 5 minutes It'll technically be 00 so this probably isn't going to work exactly like how we wanted to just for my purposes uh I'm just going to add some weird user ID stuff here to run this module okay so because it's counting March 1st yeah that's really funny I'm actually really close to the exact date that I'd be running this on maybe we can get lucky and if I last another four minutes we can run it but basically it's saying that the end date is March 31st start date's February 29th because it's counting this as the last day of the month but you can see how it sort of picks the last day of the month so this is going to be uh March the 1st basically and then this is going to be March 31st at 11:59 p. m. um so all is well there this is showing that like our date picker is working so um just because you know these things can get pretty complicated pretty quickly I'm then just going to REM rename this I'll say list staff members uh because I'm going to make this a blueprint I'll say list time entries this already says list time entries I just want to be able to see it in big text I'm going to call that generate line items and then going to call this uh oh sorry this isn't actually generate line items this is going to be sum total or get no let's just say sum total this is going to be generate invoice template then you can imagine how later on you could add maybe a little email module here that like emails it to them at the end of every month with the um Google doc and then maybe if you're using docy sign or something like that now you send it over with like a way for them to sign it's a very simple and very straightforward sort of payment U mechanism here but this will essentially allow you to automate all of your um hourly rate contractors assuming that you have a place to store the data under a staff tracker that may be an example payroll list but okay great so this is probably the most difficult one um and now that we're done with this you know you can tie this very easily into the Project based and then the salary and I'll show you how to do that just for completeness sake just like the last scenario we're going to list the staff members we don't actually need to list the time entries anymore what we need to do is we need to list the tasks so we're instead of listing time entries going to go to click up and then we're just going to go list all tasks and this is basically going to swap this out um so I'm just going to add this to the flow over here a little bit ahead just so I can test this first the list ID is going to be selected and so we're then going to go into workspace space is going to be test build again just because that's where I'm personally doing them and then uh we're doing the folder lless list and then believe example payroll list there we go uh assign IDs I'm going to map in the previous assign ID from the list staff members all previous tasks so we're going to go to assignes and then user ID we're not going to worry about the statuses for now just because I've set them all to Tod do but you can imagine how maybe you only want to get the completed tasks or something right and then we're just going to set this as a really high limit just so we can run this puppy I need to add in a bunch of annoying assign info because otherwise my oh what am I doing here my flow isn't going to work regardless here I'll just trigger this okay great and now we have some tasks um okay great we have the name of the task which in this case is strategy this case is website development you know what I'm realizing we didn't add the name of the task to this aggregator so we should be able just to say um we should actually just be able to add the task name in here um maybe I don't want to do that because we need to add another module any who you can tie this in really easily to list staff members and list tasks associated with every staff member and then have it iterate over it um for now because we just have access this at the top level of the aggregator I'm

### Segment 9 (40:00 - 45:00) [40:00]

just going to use it but yeah you can use that in the hourly rate thing as well anyway we got the time entries here we don't actually need to do any of that um fun stuff we are also going to have a numeric aggregator and a line or a text aggregator which is nice but I'm just going to delete this it's going to delete all the aggregator I'm then going to combine this in uh we don't actually need to set the hourly rate or the total because all the information is just going to be available to us really simply at the top level of the clickup custom field and then what we need to do is we need to sum the total just like we did before but the field that we're going to sum over is this custom field here uh which is called internal budget and so this is how we're going to get our uh our total so I'm going to use the clickup list task is my source so every time that this runs once it's now going to aggregate all of the bundles that it generates so one two in this case uh and then Summit and then for Generate line items uh what I'm going to do is this is technically a money field in clickup so it may already be formatted but I'm going to say um the name of the task so it'll be I don't know strategy and then a colon and then a space and then uh this internal budget and we'll see if it's a dollar sign or if it has all the formatting that we'll need we'll use our list all tasks as the source and then we have the same pattern here between subtotal and um oh and yeah I don't know if we actually need this so I'm going to remove the dollar sign again um I think that's it yeah we just need to fill in the variables now so same very basic invoice template aggregated line items are going to be here in text total amount is going to be under here in subtotal date should be the same everything else oh I need to go in here and then change mmmm so full month name great um now that we've generated this once why don't we go create pump this puppy through let's see how it goes got to web view link here uh work performance strategy website development so all we need to do is just add a dollar sign basically and then format the number which we did not do anymore so I'm going to add dollar sign here to format number oops wrong one I think we were aware here so I'm going to add a dollar sign to this and then I'm just going to format it so there are two um uh let me see that's the wrong flow I'm just going to generate it that there are two um bullet points here not bullet points I'm very sleepy we're going format number we're going this and then we're going to decimal points to um decimal separator period and then thousand separator comma wonderful that should be good and then this does not seem to be working I'm not exactly sure why but we'll just add that up so that in the subtotal we have a dollar sign and then strategy here we have a dollar sign you can imagine how you can get fancy with this you could add the date in the line item that you are generating you do a lot uh but I just want to show you guys how to do this as simply as possible first okay great now we have strategy we have website development we have a total awesome looks very good and hey looks like the date is correct now probably because it's over yeah it's over nine and we're on nine hours behind U my time zone awesome that's pretty straightforward the last flow is much simpler all we do is we list the staff members so I'm just going to paste in from a previous flow so I don't have to spend time um generating all of that other info and then we paste in our very basic invoice template and all we're going to do now is we're going to list the staff members I'm only listing one but you can imagine how you'd list all of them and then we are going to just add in a single line item and that single line item is just going to be called you know in my case I'm going to say monthly and then I'm going to say or maybe we can do like monthly fee or something if you don't want to use the word salary we can go down to custom fields and then monthly salary and I'm just going to do my little format so the format number we'll go two decimal points and then that's good and then the total amount is just going to be the same thing we're just going to remove this monthly fee um yeah that should be it so now we're going to generate this take a look at this web view link and then voila that's it okay so the question is where do we go from here you know we've generated cool invoice templates that may or may not be lacking certain things depending on where you live make sure to get that double

### Segment 10 (45:00 - 48:00) [45:00]

checked before you uh start sending them out I don't want to be responsible for any legal issue or financial issue of course I'm not a lawyer or a financial analyst but um where do we go from here really like where could you go to take this to the next level What I've Done historically is I use a Neo bank called Mercury is amazing Mercury the planet yes my bank is on Mercury um there's another one called brex which is really cool and basically these Neo banks are banks that are very similar to traditional sort of um you know brick and morar Banks it's just you can only really access them from the internet so you just do all of your servicing through the internet and that sort of thing and the really cool part about both bre and Mercury is that they have apis and so if they have an API that means obviously you can automate right so what I'll do is I will generate an invoice using a flow very similar to this and then I will do it using pandadoc which is a signature request platform and so I'll have a little place for them to put a signature and it says like you know I hereby um you know agree or acknowledge or you know this is like a an invoice that I have generated blah BL blah and then they sign it and this like verifies that they have obviously agreed to the terms on this and that you know they're the ones that have sort of had the final say which is important by the way for I think contractors more generally they need to have the final say in any contract or pay stub or anything like that anyway I tie that signature to an API call that goes over to Mercury in my case and then that'll go and that'll pregenerate a um a transaction and then that a transaction is queued up and then all we have to do once a month is just go through this list and just go check check check I don't actually recommend completely automating that process and payments in general because there's a lot of money if for whatever reason there's a one in 1,000 chance and your flow adds a couple of extra decimal points you might be so be careful when you're automating payments of course I hope that goes with that's saying but yeah I usually recommend some type of human step but still that step is now 5 minutes instead of like you know 15 or 20 hours a week negotiating with various accounting firms and whatnot I should mention about bookkeeping and accounting it's obviously very easy to then just generate a PDF of this and then just add this to like some data room or some big Google Drive where you store all this stuff or maybe just send it to your accountant but yeah in a nutshell that's more or less How I build out these flows um you can sell this flow for a fair amount of money because you're solving a very important problem that like Founders know personally it's not a very like important problem for them to be spending their time on if you think about it like it's just templating and dragging and dropping amounts and copying things from Excel spreadsheets but it's important in so far that they're spending a ton of their time on it and so it's like a pressing need um but you can also just employ this in your own business to see some cost savings and benefits and ideally you would do it in both you know the work that you're doing maybe for other people if you're in Automation and then the invoicing process that you might be doing internally if you have other people working for you that sort of thing awesome I hope that makes sense if you guys got any questions about what payroll or automating payments look like for uh use case that I might not have covered maybe like commission payments or something like that feel free to drop a comment down below more than happy to help you guys with that otherwise thanks so much for watching leave a like subscribe do all that fun YouTube stuff I'll catch you on the next video thanks so much