How Wendy keeps her projects moving and her contractors happy — without drowning in admin.
The afternoon sun cast golden light across Wendy’s studio, the maple trees outside her window in full autumn fire. She’d just wrapped a client call when her inbox pinged.
“Hi Wendy, just checking if my September invoice has been processed?” — Liam, UX Contractor
Her heart sank. She prided herself on paying her team promptly, but with multiple contractors on different schedules, it was all too easy for something to slip through the cracks.
Last year, she’d learned the hard way — a missed payment to a developer not only strained their relationship but also delayed project deliverables. This fall, she was determined not to repeat the mistake.
The Contractor Payment Problem
As her agency grew, so did the number of freelancers she relied on: developers, designers, copywriters. They each had their own billing style — different due dates, formats, and payment methods. Without a system, Wendy was juggling reminders, chasing invoices, and constantly double-checking bank statements.
She knew this wasn’t sustainable.
Wendy’s Contractor Payment System
With the help of Number Crunchers® and CreativePay Solutions™, Wendy built a streamlined contractor payment workflow that kept her on top of everything — without eating up her creative time.
- Capture Every Invoice in Dext
Instead of forwarding invoices to an email folder or digging through attachments, Wendy has all her contractors send them straight to her Dext account. The invoices are automatically sorted, tagged, and matched to the right project in CreateBooks™. - Payment Schedule Calendar
She set recurring reminders in her calendar for the 1st and 15th of each month — her official payment days. Contractors know exactly when they’ll be paid, and Wendy can batch-process transactions for efficiency. - Contract & Rate Review
Each fall, she reviews contractor agreements, updating rates, scopes, and payment terms to avoid misunderstandings. - Tracking in CreativeBooks™
Once an invoice is processed in Dext, it syncs to CreateBooks™, where Wendy tracks payment status and keeps a clear record for both financial management and CRA compliance. - CRA Compliance Check
She maintains a running tally of contractor payments over $500, so T4A or T5018 slips are ready to go well before tax season.
The Payoff
Since putting the system in place:
✅ No more missed payments
✅ Contractors trust her timelines
✅ Projects run smoothly without payment-related delays
As she sent Liam a quick “Paid today — thanks!” message, Wendy smiled. It feels good to know the money side is just as polished as the creative side.