Invoice and Payment Process

payment process

🤑 💸 💰 let's get you paid! 🤑 💸 💰

payment at soona is not yet automated and requires submitting an invoice each pay period for unpaid work.

all payments for the soona collective are processed through the invoice management system (collective.soona.co).

we require each individual to have their own invoice management system account that is attached to their individual tax identification number. this includes minors or anyone who shares soona accounts (book.soona.co) for managing services, assignments, or availability.

if you or anyone on your soona account does not have their own invoice management system account, please create one HERE.

SUMMARY

  1. learn about our payment periods
  2. locate your past assignments
  3. discover how to make and submit an invoice
  4. understand cancellations + reimbursement
  5. review, approval, and payment

payment period 🗓

first monthly pay period

submission deadline: 2nd Wednesday of the month by 12pm cst.

payment: payment will hit your account by the following Wednesday

second monthly pay period

submission deadline: 4th Wednesday of the month by 12pm cst.

payment: payment will hit your account by the following Wednesday

if invoices are submitted after the deadlines or there are errors in the invoice, soona will not be able to make a payment until the next payment period. 

locate past assignments

find all of your previous work within your soona account (book.soona.co) under the assignments tab.

all of the information you need for your invoice can be found on the calendar view of the assignments tab. cancelled shoots will not show up in this calendar view. you can also find a list of completed shoots in the "list view" as well.

find a video tutorial of the soona platform here.

if you experience a cancellation within 24 hours of the originally scheduled shoot time, please record this information in an invoice ASAP + follow the cancelation invoice process explained later in this article.

submit an invoice 📄

please only submit ONE invoice per pay period, per person for standard asssignments. if you have an assignment that was cancelled, please submit one invoice for each cancellation. you can create an invoice at the start of a pay period and edit to add unpaid completed shoots as new line items before the submission deadlines.

combining multiple people's work on one invoice OR submitting multiple invoices for completed shoots are the top reasons we end up rejecting invoices.

to avoid having your invoice rejected, please be sure to only have one running invoice per pay period, per person.

cancellation and reimbursement invoices are exempt from the one invoice rule.
  1. login to the soona invoice management system
  2. click on the Invoices button ($ sign) on the left side bar.
  3. click on Add New Invoice near the upper right hand corner.
  4. under Item enter the date (MM/DD/YY) + title of the shoot as it appears in the assignment or Google calendar invite
  5. under Category select the pro service you provided on the shoot
    1. hand model
    2. full body model
    3. pet model
    4. stylist
    5. hair and makeup
    6. grocery shopper
    7. manicure (for press on manicures and custom manicures)
    8. steaming
    9. assembly (for non-furniture assembly and furniture assembly)
  6. under Quantity enter the number of hours you were scheduled + any additional hours worked.
  7. under Price enter the rate for the pro service you provided
    check out all the rates here
  8. repeat steps 5-8 for all unpaid shoots
  9. leave Upload invoice file blank
  10. under Invoice name enter: (first and last name) - invoice MM/DD/YY(submission date)
    e.g. Bob Johnson - invoice 01/25/23
  11. under Notes add any notes you have for the soona crew
  12. under Accounting GLS
    1. select Models/HMUA, if your invoice includes the following categories:
      1. hand model
      2. full body model
      3. pet model
      4. manicure
      5. hair and makeup
    2. select Styling/Shopper, if your invoice includes the following categories:
      1. stylist
      2. grocery shopper
      3. steaming 
      4. assembly
  13. click Save to submit your invoice

adding more shoots to your invoice

  1. when you have additional shoots to add to your invoice click the 3 dots on the left side of your invoice to edit
  2. repeat steps 4-13 from above
  3. once you have added your shoots click Save changes to submit your invoice
  4. your invoice will automatically be submitted for review if it is saved before the submission deadlines

cancellation + reimbursements

cancellations

To receive compensation for a cancelled assignment, we require you to submit one invoice for each cancellation with the date and name of the assignment.

more than 24 hours in advance

if soona cancels a shoot more than 24 hours in advance you will not be compensated

less than 24 hours in advance

if soona cancels an accepted assignment within 24 hours of shoot start time, we will compensate $25 for the shoot.

cancellations while you're in-studio

if soona or the client cancels an accepted assignment while you are in the studio on the day of the shoot, you will be compensated for the full hours scheduled.

submitting an invoice for a cancelled shoot

  1. under Item enter the date + title of the cancelled shoot as it appears in the assignment or Google calendar invite. please also indicate it is a "CANCELLED SHOOT"
  2. under Category select the pro service you were assigned to on the shoot
  3. under Quantity enter 1
  4. under Price enter $25
  5. under Invoice name enter: (first and last name) - MM/DD/YY (submission date) CANCELLED SHOOT

submitting an invoice for a cancelled shoot: cancellations while you're in-studio

  1. under Item enter the date + title of the cancelled shoot as it appears in the assignment or Google calendar invite. please also indicate it is a "CANCELLED SHOOT"
  2. under Category select the pro service you were assigned to on the shoot
  3. under Quantity enter the number of hours you were scheduled
  4. under Price enter the rate for the pro service you assigned
    check out all the rates here
  5. under Invoice name enter: (first and last name) - MM/DD/YY (submission date) CANCELLED SHOOT

reimbursements

soona only provides reimbursements for soona requested custom manicures. soona will request a custom manicure to hand models or full body models via assignment notes.

custom manicure reimbursements must be submitted as a separate invoice from the unpaid work invoices. this and cancellations are the only instance in which more than one invoices may be submitted in a pay period.

the step by step custom manicure reimbursement process can be found HERE.

all other cases of reimbursements (parking, travel, clothing purchases etc.) will not be approved.

review, approval, and payment 🧐

review + approval

once you submit an invoice our team will verify that the information is correct and approve it for payment. once approved you’ll receive a confirmation. 

if there are discrepancies in your invoice we will reject the invoice and reach out to you for clarification. please make any necessary changes to the invoice and re-submit. 

payment 🤑

your invoice has been approved, it’s time for payment! the total amount will be deposited to the bank account on file by the following Wednesday after the invoice submission deadlines. please allow up to 3-5 business days for payment to be deposited.

if you do not submit your invoice by the deadlines listed above you will not be paid this pay period and will be part of the next pay period.


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