Independent Contractor Payments

Workers who are classified as independent contractors (ICs) are paid by OOTB’s sister company Bula Billing. Bula Billing manages vendor/IC payments and acts as a fiduciary partner for our clients.

Inquiries about independent contractor payments can be made by emailing accounting@ootbsolutions.com

Vendor Onboarding

Once we receive a request to pay an IC, our billing department will reach out to the IC to onboard them to our system. 

Bula Billing requires the following information and documentation to onboard an IC:

  • Provided by the Producer:

    • The IC’s email contact

  • Provided by the IC:

    • Completed IRS tax classification documentation (W9, W8, W8BEN-E)

    • For expedited payments OR payments sent to non-US based banks: Complete wire or ACH transfer instructions

    • For standard payments: The payee must connect with Bula Billing via our third-party payment processing platform, BILL (bill.com) 

Invoice Submission

ICs submit all invoices to accounting@ootbsolutions.com

Invoices must be addressed to:

  • Bula Billing, 321 San Anselmo Ave, San Anselmo, CA 94960

Invoices must be submitted in PDF format and include the following information:

  • Full contact details: phone number, email address, mailing address

  • Full name/company name

  • Unique invoice number

  • Talent name and job role

  • Dates of work (please specify overtime dates, if applicable)

  • Day rate

  • Billing Reference (job specific reference provided by the billing department to the vendor)

  • Producer name

EXPENSES:

ICs must send all corresponding receipts for expenses listed on invoices. For larger expense reimbursements, ICs should include an itemized list of expenses, along with all backup receipts. Receipts must be submitted as a PDF.

Invoice Review & Audit

OOTB’s billing department reviews all received invoices and audits line items and receipts for accuracy.

  • Variances between actual billed amounts and estimated costs are communicated to the producer once the invoice is submitted for review and approval.

  • All invoices MUST receive final approval from the producer/client before they are scheduled for payment. 

Contractual Agreements

We highly recommend that OOTB clients execute a signed contractual agreement between the client and the independent contractor’s business entity. This agreement should detail the scope of the job that the worker is hired for.