Adding a Contractor in Bilflo

This guide walks through creating a new contractor record from scratch. Takes about 2–3 minutes per contractor.

You must be logged in with one of these roles: Administrator, Bilflo Admin, Bilflo Manager, Client Contact, or Production.

Step 1 — Open the Add Contractor form

1. From the left sidebar, click Create New
2. Click the NEW Contractor button under the Create New pop-up.

You’ll land on the Add Contractors screen (URL: /Administrator/AddContractors).

Step 2 — Fill in the basic info

Required fields are marked with a red asterisk in the UI.

*If you leave Email blank, Bilflo auto-generates a placeholder (e.g., xyz123@bilflo.email). The contractor won’t receive any invitation in that case — always enter a real email if you want them to log in.

**SSN is optional at creation but required before running payroll.

Watch the name length — combined First + Middle + Last cannot exceed 38 characters. The form will block save if it does.

Step 3 — Set classification (W-2 or 1099)

Check the Is 1099? box if the contractor is a 1099 independent contractor.

When you check Is 1099?, an extra Company Name field appears — fill in their business name (this is required for 1099s).

If unchecked, the contractor is treated as W-2.

Step 4 — (Optional) Add direct deposit

If you have the contractor’s banking info, fill in:

• Direct Deposit Account Number
• Direct Deposit Routing Number

You can skip this and add it later from the contractor’s profile.

Step 5 — Save

Click Save (or Add Contractor) at the bottom of the form.

If you see “The email address or social security number you entered is already being used…”

The contractor already exists in your company. Don’t create a duplicate — click out, search for them by name or email in the Contractors list, and edit the existing record instead.

What happens automatically when you save

Bilflo creates several records behind the scenes:

• A user profile so the contractor can log in
• A company linkage tying them to your tenant
• The contractor record itself (address, tax, direct deposit)
• A compensation record with placeholder pay rates ($0 — you must set these later)
• The Contractor role for portal access

It also sends a welcome email to the contractor (subject: “Welcome to the [Company Name] Time Tracking and Billing System”) with an activation link.

Step 6 — Complete the post-create checklist

Bilflo adds To-Dos to your task list based on classification. Knock them out before the contractor’s first timecard or pay run.

For 1099 contractors:

• Set up Tax ID

For W-2 contractors:

• Set Work Authorization Expiration Date
• Set up Taxes (federal, state, other)
• Select Workers Compensation code
• Set Payroll Schedule

You’ll also need to (not tracked as To-Dos but required before first pay/bill):

• Set the contractor’s pay rates (currently default to $0)
• Assign them to a Contract Job / Placement with bill and pay rates
• Enable Sick Time if applicable (per state law)
• Set the Sick Time Start Date if enabled

Common pitfalls

Next steps after creation

1. Open the contractor’s profile from the Contractors list
2. Set their pay rates under Compensation
3. Assign them to a Contract Job (this is where bill rate + client + start date live)
4. Verify all To-Dos are checked off
5. If syncing with Bullhorn, confirm the contractor matches a Candidate record so sync doesn’t create a duplicate