1. Getting Started
Welcome to Prilet — the platform that connects companies looking to hire IT consultants with consulting firms and independent professionals. This guide walks you through everything you need to know.
Registration
Create your account in minutes. During registration you'll provide your email, set a password, and choose your company's primary role — Hiring or Consulting. You can enable the other mode later from Settings if you genuinely operate on both sides.
Company Types
At signup you pick a single primary role. Most companies keep just one; a company can later opt into the second mode from Settings → Company.
| Primary role | What it does | Optional secondary mode |
|---|---|---|
| Hiring | End clients that search for and hire consultants directly. | Enable consulting to also list your own bench/consultants. |
| Consulting | Firms that employ and list consultants for hire. On the Agency plan they can also act as a prime and subcontract work out (this unlocks the Hire Consultants tools for managing subs — no extra setting needed). | Enable hiring to also hire consultants directly for your own projects. |
User Roles
Prilet uses four roles to control who can do what within a company:
| Role | Purpose | Key Permissions |
|---|---|---|
| Consultant | Individual contributor | Own profile, availability, view own assignments, submit adjustments |
| Manager | Team lead | Everything a consultant can do + manage team profiles, rates, view team financials, create offers |
| Admin | Company administrator | Full access: company settings, all users, all financials, payment methods, payout setup |
| Timekeeper | Billing week reviewer (hiring companies only) | View assigned assignments (no financial data), review weekly hours, approve/reject adjustments |
Setup Checklist
For Hiring Companies:
- Create your account and company profile
- Add a payment method (ACH recommended)
- Start searching for consultants
For Consulting Companies:
- Create your account and company profile
- Add consultant profiles with skills, experience, and rates
- Set availability for each consultant
- Connect your bank account for payouts (Settings → Payout Setup)
2. Consultant Profiles
A consultant's profile is their professional showcase on Prilet. It combines a resume, skills, availability, and payment terms into a searchable listing.
Resume
Each consultant has one active resume that includes:
- Title & Summary — Professional headline and brief overview
- Skills & Proficiencies — Technical skills with proficiency levels (Beginner, Intermediate, Advanced, Expert)
- Work Experience — Previous positions and project descriptions
- Education — Degrees and certifications
Payment Terms
Consultants set different hourly rates for different payment terms. This lets hiring companies choose the option that fits their budget and cash flow.
| Term | Days to Pay | Typical Rate Impact |
|---|---|---|
| Due on Receipt (Net 0) | Immediately | Lowest rate |
| Net 15 | 15 days | Low rate |
| Net 30 | 30 days | Standard rate |
| Net 45 | 45 days | Higher rate |
| Net 60 | 60 days | Higher rate |
| Net 90 | 90 days | Highest rate |
Availability & Time Off
Availability answers the question: "When and how many hours can this consultant work?"
- Availability Periods — Date ranges with available hours per week (e.g., Jan–Dec, 40 hrs/week)
- Committed Hours — Hours reserved by active assignments (automatically tracked)
- Net Availability — What's actually available: total minus committed
- Time Off — Scheduled absences (vacation, sick, personal) that overlay on availability
Visual Timeline
The availability page shows a 12-month timeline with color-coded bars:
- Green — Fully available
- Yellow — Partially committed
- Red — Fully booked
Activation Requirements
For a consultant to appear in search results, they need:
- An active resume with at least one skill and one payment term
- At least one availability period
- Active user status
- Company with consultant listing capability enabled
3. Search & Discovery
Any authenticated user can search for IT consultants by skill, availability, location, and more.
Search Filters
| Filter | Description |
|---|---|
| Skills | Search by specific technical skills |
| Availability Start / End | Find consultants available during a date range |
| Minimum Hours | Filter by minimum net hours per week available |
| Location / Region | Filter by geographic area |
Viewing Profiles
Search results show key consultant information: skills, availability, company, and Diamond count. Clicking a result opens the full profile with resume details, work history, and payment terms.
Public Profiles & Sharing
Each consultant has a shareable public profile URL (e.g., prilet.com/p/abc123) that can be viewed without logging in. Consulting companies can share these links with potential clients. The public profile shows skills, experience, and availability — but not rates (those are only visible to authenticated users).
4. Interview Scheduling
Before committing to an assignment, hiring companies can request an interview with a consultant. This lets both sides assess fit before any formal engagement begins.
Overview
Interview requests follow a simple lifecycle from creation through completion:
| State | Description | Available Actions |
|---|---|---|
| Pending | Request sent, awaiting consultant response | Cancel (either side) |
| Accepted | Consultant confirmed a time slot | Cancel (either side) |
| Declined | Consultant declined the request | — |
| Cancelled | Request was cancelled before or after acceptance | — |
Requesting an Interview
Search for consultants and open their profile. Click Actions → Request Interview.
Select one or more proposed date/time slots for the interview. Choose durations of 30, 45, or 60 minutes. Select the appropriate timezone. Add an optional note explaining the purpose of the interview.
Submit the request. The consulting company receives an email notification with the proposed slots and details.
Responding to an Interview Request
Accepting
The consultant or their manager reviews the proposed time slots and selects the one that works best.
Click "Accept Interview" with the selected slot. Both parties receive a calendar invite via email with contact information to conduct the interview.
Declining
If none of the proposed slots work, or the interview is not appropriate, the consultant can decline the request with an optional reason. The hiring company is notified by email.
Calendar Invites
When an interview is accepted, both the hiring company representative and the consultant receive an email with an ICS calendar attachment. The calendar event includes:
- Date & Time — The selected interview slot
- Attendees — The hiring company contact and consultant
- Contact Information — Email and phone number for conducting the interview
If a manager accepted on behalf of the consultant, they are included as an optional attendee on the calendar invite.
Cancellation
Either side can cancel an interview request at any time — whether it's still pending or has already been accepted. The other party is notified by email when a cancellation occurs.
5. Agreements
An Agreement represents a business relationship between two companies on Prilet — equivalent to a Master Services Agreement (MSA) or Partnership Agreement. It governs all assignments and subcontracting arrangements between the two companies.
Overview
- One agreement per company pair — Each hiring/consulting company pair has a single agreement covering all work between them
- Automatic creation — Agreements are created automatically when the first assignment or subcontracting arrangement is proposed between two companies (no separate workflow required)
- Two-sided — Both the hiring company and consulting company can contribute instructions and documents to the agreement
- Payment infrastructure — Agreements also set up the payment infrastructure (Stripe customer and virtual bank account) for bank transfer payments
Agreement Lifecycle
| State | Meaning |
|---|---|
| Pending | Created alongside the first assignment draft or subcontracting proposal. Payment infrastructure is not yet set up. |
| Active | First assignment or arrangement has been accepted/approved. Stripe payment infrastructure is now live. Covers all current and future work between the two companies. |
| Withdrawn | All associated proposals were rejected or withdrawn before any were accepted. |
| Terminated | Agreement ended. All linked assignments are also terminated. |
Agreement Templates
Companies can set up reusable agreement templates in Settings → Agreement Templates. When a new agreement is created, the template content is automatically populated onto the agreement.
Each company can maintain up to two templates:
| Template Type | Used When | Example Content |
|---|---|---|
| Hiring Template | Your company hires consultants or acts as a prime in subcontracting | NDA requirements, Certificate of Insurance instructions, W-9 form |
| Consulting Template | Your company is engaged by clients or acts as a sub | Your standard MSA, insurance certificates, company W-9 |
Templates are optional. Companies can hire consultants without configuring a template — the agreement will simply have no pre-filled content. Template changes apply to future agreements only.
Two-Sided Content
Each agreement has content from both sides:
| Side | Content | Who Controls It |
|---|---|---|
| Hiring Side | Instructions for the consulting company, contact info, documents (NDA, W-9, etc.) | Hiring company — editable during assignment draft |
| Consulting Side | Standard documents and information from the consulting company | Consulting company — set via their consulting template in Settings |
When viewing a consultant's profile in search results, hiring companies will see a badge indicating the agreement status (Active, Pending, or No Agreement) with the consultant's company.
Termination
An active agreement can be terminated by the hiring company admin via Settings → Agreements. Termination has cascading effects:
- All active assignments under the agreement are immediately terminated
- All draft and proposed assignments are removed
- Active subcontracting arrangements between the two companies are terminated
- Open billing weeks are marked ready for invoice with default hours
Projects
A Project is an organizational grouping for assignments. Every assignment belongs to a project.
What Projects Do
- Group assignments — organize multiple consultants under a single project (e.g., "Cloud Migration").
- Project Manager — set a manager who receives billing notifications for all project assignments.
- Reference / PO Number — attach a reference that appears on invoices for all project assignments.
- Multi-company — a project can include consultants from different consulting companies.
Project Status
Project status is derived automatically from its assignments:
- Active — at least one assignment is active.
- Pending — assignments are in draft, proposed, or accepted state.
- Completed — all assignments have ended.
- Empty — no assignments yet.
6. Assignments
An Assignment is a contract between a hiring company and a consulting company for a consultant's services. It defines who, when, how many hours, at what rate, and under what payment terms.
Assignment Lifecycle
Assignments follow a state machine from draft through completion:
| State | Description | Available Actions |
|---|---|---|
| Draft | Being created, not yet sent | Edit, send proposal, delete |
| Proposed | Sent to consulting company for review | Accept, reject, withdraw (delete) |
| Accepted | Approved, awaiting start date | Cancel, end early |
| Rejected | Consultant declined | Revise and resend |
| Active | Work in progress, billing active | End early, terminate |
| Completed | Successfully finished | Give Diamond |
| Cancelled | Ended with notice period | — |
| Terminated | Immediately ended for cause | — |
Creating an Assignment
Select a consultant, set dates, hours per day, working days, rate, payment terms, and notice period.
Add an optional message and send. The consulting company receives an email notification.
The consultant (or their manager) reviews and either accepts or rejects. On accept, hours are committed in availability.
On the start date, the assignment automatically activates and billing begins. Both parties are notified.
Assignment Types
| Type | Hours | Billing | Use Case |
|---|---|---|---|
| Standard | Fixed per day | Automatic based on schedule | Regular engagements with predictable hours |
| On-Demand | 0 (variable) | Based on submitted hours | Ad-hoc or variable-hour work |
Ending Assignments
Three ideas are easy to mix up—Prilet keeps them separate:
- Cancel — For work that has not started yet (or in a window where the notice period still ends before the start date). The assignment is withdrawn; no billing.
- End early — For accepted or active assignments. You pick a new last day that respects the notice period from today (see table below). Work continues through that day.
- Short-notice end — Still after the assignment has started, but you need a last day earlier than the calendar would allow under the notice period (including a last day in the past). The other party must approve the request. See Short-notice end below.
Notice Period (for standard End early)
Assignments have a cancellation notice period (1–4 weeks) set at creation. That determines the earliest end date you can choose without a short-notice request:
| Notice Period | Earliest End Date |
|---|---|
| 1 week | Today + 1 week |
| 2 weeks | Today + 2 weeks |
| 3 weeks | Today + 3 weeks |
| 4 weeks | Today + 4 weeks |
| Action | When | What Happens |
|---|---|---|
| Cancel | Before start (or eligible pre-start window) | Assignment cancelled entirely, no billing |
| End Early | Accepted or active; new end date ≥ earliest notice date | New end date set; work continues until then |
| Terminate | Active assignment, for cause only | Work stops immediately, reason required |
Short-notice end (end before the notice period allows)
When the assignment is already accepted or active, and you need a last day sooner than the standard notice period would allow—Prilet uses a short-notice end request. This is not “Cancel” (cancel is for pre-start). It is an end-early path with a waiver of the notice requirement.
- Who requests — Either the hiring or consulting side (with permissions), from the assignment page.
- When approval is required — If the requested last day is earlier than the earliest date allowed by the notice period, the other party must approve or decline.
- Billing — You cannot end before the last day covered by locked or invoiced billing; the system enforces a minimum effective date. Uninvoiced future billing weeks beyond the new end date may be removed when the new end date applies.
- After approval — The assignment end date is updated and the partial week at the new end is regenerated as needed.
Working Days & Holidays
Each assignment specifies working days (default: Monday–Friday) and a holiday calendar. Supported holiday calendars include US, Canada, UK, Germany, France, Australia, India, Japan, Mexico, and "None" (no holidays).
7. Billing & Invoicing
Prilet uses a "no timesheets" approach. Hours are calculated automatically from assignment terms, and adjustments are only needed for exceptions. All times referenced below are in Eastern Standard Time (EST).
What is a Billing Week?
A billing week is a period of work tied to a single assignment. Most of the time, a billing week runs Monday through Sunday — just like a regular calendar week.
When a calendar week crosses a month boundary, it is automatically split into two billing weeks — one for each month. For example:
Example: Calendar week of Dec 29 – Jan 4
- Dec 29–31 → December
- Jan 1–4 → January
Hours, time off, and holidays are calculated separately for each portion. Billing weeks are the atomic unit of work; how many of them land on one invoice is determined by the agreement's invoice cadence (see Invoice Generation below).
Billing Cycle
The full billing cycle from active assignment through payout:
Weekly Timeline
System calculates hours from assignment terms: hours per day × working days, minus holidays and time off.
Both parties receive the weekly billing summary.
Consultant can request an adjustment (e.g., sick day). If made, hiring company has 2 business days to approve or reject. Business days exclude weekends and holidays per the assignment's holiday calendar.
Billing week is marked ready to invoice with final hours locked in. Unanswered adjustment requests are auto-approved after 2 business days.
Ready-to-invoice billing weeks are consolidated into invoices on the agreement's invoice cadence — monthly (after the 3rd, for the prior month), biweekly, or weekly. If any billing week in a period's grouping is not yet ready for invoice, that grouping's invoice is held until the rest are ready, so a period's weeks stay on one invoice. Invoices are emailed to both parties with a PDF attachment.
ACH auto-pay is charged on the due date. Manual bank transfer payments are initiated by the hiring company.
Once payment is received, the Prilet origination fee is deducted and the remainder is paid out to the consulting company's bank account (~2 business days).
Billing Week States
| State | Description |
|---|---|
| Pending | Summary sent, within adjustment window |
| Adjustment Requested | Consultant requested a change |
| Approved | Hiring company approved the adjustment |
| Rejected | Hiring company rejected the adjustment |
| Auto-Approved | No response within 2 business days; automatically approved |
| Ready to Invoice | Hours locked, ready for invoicing |
Hour Calculation
Formula:
Final Hours = (Working Days in Period × Hours per Day) − Holiday Hours − Time Off Hours
Each deduction is tracked with specific dates and reasons for full transparency.
Invoice Generation
Invoices consolidate the ready-to-invoice billing weeks for a given hiring company + consulting company + invoice group on the agreement's invoice cadence:
| Cadence | One invoice covers | When it generates |
|---|---|---|
| Monthly (default) | The prior calendar month | Daily run, after the 3rd of the next month |
| Biweekly | A two-week period | Once the two-week window has fully elapsed |
| Weekly | A single Mon–Sun week | As soon as that week is ready |
- Automatic — The daily 10:00 AM EST job generates invoices for whichever periods are due under each agreement's cadence
- Manual — Consulting companies can generate invoices early from their Billing page
If any billing week within a period's grouping is not yet ready for invoice (still pending adjustment or approval), the invoice for that grouping is held until the rest are ready, so a period's weeks stay on the same invoice.
Each invoice records the cadence it was generated on; non-monthly invoices show a Weekly / Biweekly badge on the invoice page and PDF. Invoice numbers follow the format INV-YYYY-NNNN (e.g., INV-2026-0042).
Invoice Groups
By default, all billing for a given client is combined into a single invoice per period. However, hiring companies can create Invoice Groups to split invoices by project, department, or cost center. Assignments assigned to the same invoice group are consolidated onto a single invoice (on the agreement's cadence), and each group can have its own custom email recipients for invoice notifications.
Invoice States
| Status | What it means | Terminal? |
|---|---|---|
| Sent | Invoice issued, awaiting payment | No |
| Payment Processing | Payment initiated (e.g., ACH), awaiting bank confirmation (1–5 business days) | No |
| Partially Paid | Some payment received; balance still outstanding | No |
| Paid | Full payment received and confirmed | No |
| Payout Pending / Completed | Funds being routed to consulting company | Completed = Yes |
| Voided | Invoice cancelled because it was billed in error. Billing weeks return to ready to invoice for re-billing. | Yes |
| Written Off | Invoice was billed correctly but the consulting company has decided the unpaid balance will never be collected. Billing weeks stay invoiced; any payment received is kept; the unpaid balance is recorded as bad debt. | Yes |
Pre-Billing
Pre-billing allows hiring companies to generate billing weeks ahead of the normal weekly schedule. Instead of waiting for each week to pass and be processed on Monday, the hiring company can request billing weeks to be created in advance through a specified cutoff date.
When to Use Pre-Billing
- Year-end close — Generate December billing weeks early so invoices can be created and paid before the fiscal year ends
- Early invoicing — Get invoices out sooner for assignments approaching completion
- Budget reconciliation — Need billing ready to invoice before a budget period closes
- Assignment ending mid-month — Generate partial-month billing without waiting for the regular schedule
Pre-Billing Flow
Pre-Billing Steps
The hiring company chooses which assignments to pre-bill and sets a cutoff date (e.g., Dec 31 for year-end). Pre-billing is limited to a maximum of 8 weeks into the future.
The system creates billing weeks for all selected assignments through the cutoff date. Hours are calculated based on assignment terms; holidays and time off are automatically deducted. Partial weeks are created if the cutoff falls mid-week.
The consulting company receives notification of the new pre-billed weeks.
The normal 2 business day adjustment and approval workflow applies. The consulting company can request adjustments, and the hiring company approves or rejects them. Business days exclude weekends and holidays per the assignment's holiday calendar.
Once pre-billed weeks are ready to invoice, the consulting company generates invoices manually from their Billing page.
Invoices are emailed to the hiring company with a PDF attachment.
Correcting rates, voiding, and writing off invoices
Invoices lock in hours and a snapshot of the hourly rate on each line item. If something is wrong after an invoice exists, the consulting company has two terminal actions to choose from:
- Void — "this invoice was billed in error." Cancels the invoice and reopens the billing weeks so you can re-bill them on a corrected invoice.
- Write off — "this invoice was billed correctly, but we’ve decided the open balance will never be collected." The invoice stays issued, the work stays invoiced, any payment received is kept, and the unpaid balance is recorded as bad debt.
Void vs. Write off — which to use
| Aspect | Void | Write off |
|---|---|---|
| Intent | Billed in error | Billed correctly; uncollectible |
| Allowed from | Draft or Sent only | Sent or Partially Paid |
| Billing weeks | Returned to ready to invoice | Stay invoiced (work was done; no re-bill) |
| Payment received | n/a (none by definition) | Kept — no refund triggered |
| Bad debt recorded | None | Snapshot of remaining balance |
| QuickBooks sync | Auto-voids the linked QBO invoice when possible | Auto-posts a Credit Memo applied to the linked QBO invoice using your "Bad Debt" service item. Falls back to a manual log if the item isn’t set up in QBO yet. |
| Hiring side notification | None directly — replacement invoice arrives later | Email confirms the invoice has been written off |
When you can void an invoice
Void is available only while the invoice can still be cancelled in the system: draft or sent (no payment recorded yet). You cannot void through the app for partially paid or other post-payment states, or while payment is processing, fully paid, or in payout—those cases need support for now.
- Consulting company — Admin or manager; void action is on the invoice detail page when policy allows.
- What void does — The invoice is voided in Prilet. Every billing week that was on that invoice returns to ready to invoice so they can be included on a new invoice after corrections.
Standard fix after void (consulting company)
Open the invoice → use Void invoice and confirm. Billing weeks on that invoice move back to ready to invoice.
For wrong hours, use the billing-week adjustment and reopen for adjustment flows below. For a wrong agreed bill rate, Prilet does not let you change the hourly rate on an existing assignment—you end that assignment (cancel, end early, or short-notice end as appropriate; see Ending Assignments), then create a new assignment with the new rate. Line items on the voided invoice are not edited in place.
When billing weeks show ready to invoice with the right final hours for the correct assignment, generate invoices again from your Billing flow. New line items snapshot the rate from the assignment at generation time.
Fixing hours before a week is on an invoice
While the week is still in the adjustment workflow (pending through auto-approved) or sitting in ready to invoice but not yet invoiced:
- Consulting — Request an adjustment during the normal window; the hiring company approves or rejects. If the window has closed and the hiring company agrees to reopen, they use reopen for adjustment on the billing week (hiring admin/manager), then you submit the adjustment request.
- Hiring — Use reopen for adjustment when the week is in an eligible state (e.g. approved, rejected, auto-approved, or ready to invoice) and the week is not invoiced. That puts the week back so the consultant can request an adjustment.
Changing the agreed bill rate (new assignment)
Prilet does not support editing the hourly rate on an assignment after it is created. To bill at a different rate, you end the current assignment (cancel only if work has not started; otherwise end early or short-notice end when you need a last day before the notice period allows), then create a new assignment with the new rate (and proposal/acceptance as required).
Retroactive last day: You can request a last day in the past when that reflects reality—if that date is still earlier than the notice period would normally allow, the other party must approve the short-notice end request (see Short-notice end). Use that path when you need to split historical work from a new rate going forward.
For work already invoiced at the wrong rate: void the invoice while still voidable, then end the old assignment and create the new assignment as above; regenerate invoices only for billing weeks that belong to the correct assignment going forward.
Writing off uncollectible invoices
When an invoice was billed correctly but you’ve concluded the open balance will never be collected — for example, the client has gone out of business, declared bankruptcy, or you’ve negotiated a settlement that closes out a partial payment — you can write off the invoice. This closes the receivable cleanly and records the unpaid portion as bad debt for your records.
When to write off (instead of void)
- The work was actually done and billed at the right rate — you don’t want to re-issue a corrected invoice.
- The client has paid nothing after extended collection efforts and you’ve given up on recovery.
- The client made a partial payment and won’t pay the rest (settlement, dispute, etc.).
- You need an audit trail showing the receivable was closed as bad debt, not erased as if it never existed.
When you can write off
Write off is available from Sent and Partially Paid. It is not available from Payment Processing, Paid, or any payout state — if a payment is pending, let it settle (or fail) first; if it’s already paid, there is nothing to write off.
Reasons captured at write-off time
You’ll be asked to choose a reason and may add free-form notes. Available reasons:
- Uncollectible — standard bad debt; collection attempts exhausted.
- Bankruptcy — client filed for bankruptcy.
- Dispute settled — the parties agreed to close the open balance (often used after a partial payment).
- Partial recovery only — you’ve received some payment and won’t pursue the rest.
- Other — for situations that don’t fit the above; explain in the notes.
How to write off an invoice
Go to Invoices → Sent (or Partially Paid) and open the invoice you want to write off.
Use the red Write off invoice action. Pick a reason from the dropdown and optionally add notes describing what happened.
To prevent accidents, the modal asks you to retype the invoice number exactly. The submit button stays disabled until it matches.
Both the hiring company and your consulting company receive an Invoice Written Off email summarizing the original amount, payment received (if any), and the written-off (bad-debt) amount.
If you have QuickBooks connected and you’ve set up a "Bad Debt" service item (mapped to a Bad Debt expense account), Prilet posts a Credit Memo against the linked QBO invoice for the unpaid balance. The receivable in QBO is cleared with a clean audit trail. If the item isn’t set up yet, the written-off invoice page shows an inline notice telling you what’s missing — create the item in QuickBooks, then click Sync write-off to QuickBooks on the invoice page to retry.
What happens after a write-off
- Invoice status — becomes Written Off (terminal). The invoice page shows a banner with the reason, who wrote it off, when, and the bad-debt amount.
- Payment options — hidden on the hiring side. The hiring company can’t accidentally pay an invoice that’s already been written off.
- Auto-pay & reminders — skipped. Written-off invoices don’t appear on overdue reports.
- Billing weeks — remain attached to this invoice. You don’t re-bill the work.
- Reporting — the consulting company’s Total Invoiced still includes the original amount (revenue was recognized), and a separate Written Off total tracks bad debt.
FAQ: corrections, voids & write-offs
What if hours are wrong for a week that is already on an invoice?
If the invoice is still voidable (see “When you can void” above): void the invoice → billing weeks return to ready to invoice → have the hiring side reopen for adjustment if you can no longer request an adjustment yourself → submit the corrected hours → mark ready → generate a new invoice. If the invoice is not voidable, you cannot fix hours inside that invoice in the app—contact support.
What if the rate is wrong on an already invoiced week?
Rates on invoices are snapshots at generation time—you cannot “re-rate” the same assignment in place. Void the invoice while allowed, then end the existing assignment and create a new assignment with the correct rate (see “Changing the agreed bill rate” above). Future invoices use the new assignment’s rate for new billing weeks.
What if the client already paid or payment is processing?
Void is blocked for those states. If a payment is currently processing, let it settle (or fail) first. If it’s already paid, there is nothing to void or write off — for genuine refunds or credit memos contact support with the invoice number and what needs to change.
What if only one week on a multi-week invoice is wrong?
Voiding cancels the entire invoice and returns all included billing weeks to ready to invoice. After corrections, you can generate a new invoice that again groups weeks according to your invoice rules—possibly combining the same weeks if they still belong in the same billing period and group.
Who can reopen for adjustment?
Hiring company users with permission to manage that billing week (not timekeepers for restricted flows). The week must not be invoiced yet; if it is, void the invoice first (consulting side) so the week can return to ready to invoice, then reopen if needed.
Does ending an assignment replace voiding an invoice?
No. Ending an assignment follows cancel vs end early vs short-notice end rules. A short-notice end may require the other party’s approval when the last day is earlier than the notice period allows (including past last days). That does not rewrite amounts on invoices already issued—use void (when allowed) plus hour corrections or a new assignment for rate changes, then issue replacement invoices as needed.
Should I void or write off?
Void if the invoice was billed in error and you intend to re-issue a corrected one (Prilet will reopen the billing weeks). Write off if the invoice is correct but uncollectible — the work was done, you just won’t be paid (or won’t be paid in full). A void erases the invoice and the related receivable; a write-off keeps the invoice on the books and records the unpaid balance as bad debt.
Can I write off a partially paid invoice?
Yes. Write off is the recommended way to close out a partially paid invoice when you don’t expect to collect the rest (e.g., the client paid 60% as a settlement and the dispute is closed). The amount already received stays in your records as revenue collected; only the remaining balance is recorded as bad debt.
What does the hiring company see when I write off?
A banner on the invoice page indicating it has been written off, plus an Invoice Written Off email summarizing the original amount, payment received (if any), and the written-off amount. Pay buttons disappear so the invoice cannot be paid by mistake. No further reminders are sent.
Can a write-off be reversed?
No — Written Off is a terminal status. If a written-off invoice is unexpectedly paid later, contact support to record the recovered payment correctly (and reverse the bad-debt entry in your accounting system).
Does a write-off post automatically to QuickBooks?
Yes — if you’ve set up a service item named "Bad Debt" in QBO (mapped to a Bad Debt expense account), Prilet posts two transactions:
- A Credit Memo with DocNumber
WO-<invoice number>for the unpaid balance, posted to the Bad Debt item. - A small Receive Payment (zero-dollar) that links the Credit Memo to the original Invoice. This is what actually reduces the invoice's outstanding balance and flips it from "Awaiting payment" to "Closed" in QBO.
To create the Bad Debt item in QuickBooks: Sales → Products & services → New → Service, name it Bad Debt, and pick (or create) a Bad Debt expense account as the income account.
If the item is missing when a write-off triggers, the invoice page shows an inline notice and you can retry from the invoice itself — see the next FAQ.
Where can I see the credit memo in QuickBooks?
Look for the DocNumber shown in Prilet's success notice (e.g. WO-INV-2026-000013). In QuickBooks Online: Sales → All Sales with Type filter set to Credit Memo, or open the customer's page and look at their Transactions list. The original invoice's activity panel will also show the credit memo as an applied transaction once the Payment step has run.
Why does the written-off invoice show "Deposited" in QuickBooks instead of "Closed" or "Written off"?
QuickBooks Online’s right-side Invoice activity timeline (Opened → Sent → Viewed → Paid → Deposited) advances based on any Payment record linked to the invoice — even a zero-dollar credit-only payment like the one Prilet uses to apply the bad-debt credit memo. Because there’s no money to actually deposit, QuickBooks fast-forwards the timeline straight to the final stage. This is the same behavior you'd get if you applied the credit memo manually in the QuickBooks UI.
Despite the misleading label, the underlying books are correct:
- The invoice's outstanding balance is
$0 - The customer's accounts receivable balance is reduced by the write-off amount
- Your Bad Debt expense account on the Profit & Loss report shows the loss
- The credit memo (DocNumber
WO-<invoice number>) is fully applied, with a private note documenting the write-off
If you’d like an explicit "written off" marker on the invoice itself, you can manually add a customer-facing memo in QuickBooks — or open the linked Payment record (TotalAmt: $0) to see the audit-trail note Prilet left there.
How do I retry a QuickBooks write-off sync after fixing the issue?
Open the written-off invoice. Once you’ve created the missing "Bad Debt" item in QuickBooks (or fixed whatever the inline notice flagged), click the Sync write-off to QuickBooks button at the bottom of the invoice. Prilet re-runs the sync, posts the Credit Memo, and the inline notice updates to a green confirmation. The same button is also state-aware for voids (shows as Sync void to QuickBooks) and regular invoice updates (Sync to QuickBooks).
8. Payments
All payments are processed securely through Prilet's payment infrastructure. Hiring companies choose their preferred payment method, and the platform handles the rest.
Payment Methods
| Method | Auto-Pay | How It Works |
|---|---|---|
| ACH Auto-pay ⭐ | ✓ | Bank account debited automatically on due date |
| Manual Bank Transfer | — | Initiate payment manually via ACH or wire using provided bank account details |
Payment Terms
Payment terms determine when invoices are due after they are issued:
| Term | Days After Invoice | Description |
|---|---|---|
| Due on Receipt (Net 0) | 0 days | Payment due immediately |
| Net 15 | 15 days | Due within 15 days |
| Net 30 | 30 days | Due within 30 days (most common) |
| Net 45 | 45 days | Due within 45 days |
| Net 60 | 60 days | Due within 60 days |
| Net 90 | 90 days | Due within 90 days |
Origination Fees
The 5% Prilet origination fee is deducted from the consulting company's payout when Prilet introduces the consulting firm to a new client. Hiring companies pay only the agreed hourly rate — the origination fee does not add to your cost.
Two structural rules narrow when the fee applies:
- New relationship only. When creating a new agreement, the consulting firm marks whether this is a new client introduced through Prilet (fee applies) or a pre-existing relationship they brought onto the platform (no fee, ever). The choice is structural — not a discount toggle — and is set once at agreement creation.
- 12-month cap. The fee runs for the first 12 months from the agreement start date. After that, the agreement is yours to keep at full rate — no more origination fees. Each new agreement starts its own 12-month clock.
- No double-charging on subcontracting. When a prime consulting firm sublets a consultant from another firm, the fee is charged once on the prime → end-client invoice and zero on the sub → prime invoice (see Subcontracting).
Example (new-relationship engagement)
| Assignment: 40 hrs/week × 4 weeks × $150/hr | |
| Hiring Company Pays | $24,000 |
| Origination Fee (5%) | $1,200.0 |
| Consulting Company Receives (before Stripe transfer fee) | $22,800.0 |
Pre-existing-relationship engagements have $0 origination fee — the consulting company would receive the full $24,000 minus only Stripe's transfer fee.
Auto-Pay
For ACH and card payment methods, invoices are automatically charged on the due date. No manual action is needed — just make sure your payment method is active and has sufficient funds.
Payment Holds
Prilet supports two levels of payment holds to give hiring companies full control over when payments are processed.
Invoice-Level Holds
Place a hold on a single invoice from the invoice detail page. This is useful for resolving a dispute on a specific invoice while allowing other invoices to be paid normally.
Company-Level Holds
Place a hold on all payments to a consulting company from the Payment Holds page on your dashboard. This blocks payment on all current unpaid invoices and automatically holds any future invoices generated for that company. Use this when you need to freeze all payments proactively — especially useful with “due upon receipt” payment terms where auto-pay fires immediately after invoice generation.
| Hold Reason | Description |
|---|---|
| Quality / Performance Issue | Consultant work doesn't meet expectations |
| Contract Violation | Terms of assignment not being followed |
| Billing Dispute | Hours or amounts are disputed |
| Pending Internal Review | Internal approval process required |
| Other | Any other reason |
When a hold is placed (either level), auto-pay is skipped and payment reminders are paused. The consulting company is notified. When the hold is released, normal payment processing resumes.
Company-level holds only release invoices that were held by the company hold. If you manually placed a hold on an individual invoice for a different reason, that invoice stays held even after the company hold is released.
9. Payouts
Consulting companies receive payouts directly to their bank account through secure payment processing. The Prilet origination fee is deducted automatically before payout.
Payout Flow
Payout Setup
To receive payouts, consulting companies must connect their bank account through the secure onboarding process:
- Go to Settings → Payout Setup
- Click "Connect Bank Account"
- Complete the secure onboarding (business info, bank account details)
- Once verified, your account is ready to receive payouts
Payout Statuses
| Status | Description |
|---|---|
| Pending | Payment received, payout not yet initiated |
| Queued | Payout initiated, awaiting processing |
| In Transit | Funds being transferred to bank account |
| Paid | Funds have arrived in bank account |
| Failed | Payout failed — check your payout settings |
Tracking Payouts
The consulting company's Billing page shows payout status for every invoice. You'll receive email notifications when payouts are scheduled and when funds arrive.
Payout Fees
Up to two fees may be deducted from each payout to a consulting company:
| Fee | Amount | Charged By | Description |
|---|---|---|---|
| Origination Fee | 5% | Prilet | Charged on new-client engagements introduced through Prilet, for the first 12 months. Pre-existing-relationship engagements have $0 origination fee. Can be customized per company. |
| Stripe Transfer Fee | $5 per transfer | Stripe | Stripe’s fee for depositing funds into the consulting company’s bank account via ACH or wire transfer. |
The Prilet origination fee (when applicable) is collected from the payment before the remainder is transferred to the consulting company. The Stripe transfer fee is deducted separately by Stripe from the payout. Subscription fees are billed separately on a monthly invoice and do not come out of individual payouts — see Subscription Billing.
Example Payout Breakdown
For a $24,000 invoice (160 hours × $150/hr) on a new-client engagement subject to the origination fee, paid via standard ACH transfer:
| Line Item | Amount |
|---|---|
| Invoice Total | $24,000.00 |
| Prilet Origination Fee (5%) | −$1,200.0 |
| Stripe Transfer Fee (ACH) | −$5.00 |
| Net Payout | $22,795.0 |
10. Subscription Billing
Consulting companies pay a monthly subscription fee to use Prilet. Hiring-only companies pay nothing — subscription fees do not apply to them.
- Origination fee — 5% on new-client engagements for the first 12 months, deducted from each payout. See Origination Fees.
- Subscription fee — the monthly platform fee described in this section. Five tiers, all billed in arrears.
- Stripe transfer fee — $5 per ACH payout, charged by Stripe (not Prilet). See Payout Fees.
Subscription Tiers
Five plans, all monthly, all cancellable at any time. Pick the one that matches how you use Prilet:
| Tier | Base fee | Per active consultant | Best for |
|---|---|---|---|
| Solo Sub | Free | — | Subcontractors only — you only do work for other consulting firms on Prilet, never directly for hiring companies |
| Solo Pro | $29/mo | — | 1-person consulting firms working directly with hiring companies (custom-branded invoices, hours & revenue reporting, integrations like QuickBooks) |
| Agency | $99/mo | $12 | Consulting firms operating as a team (multi-user access with roles, hire subcontractors, approval workflows, job costing, priority support) |
| Enterprise | Custom | Custom | Larger firms with custom needs (SSO, audit logs, dedicated success manager, custom SLAs) |
For the full feature breakdown by tier, see the pricing page.
What is an “active consultant”?
An active consultant is any consultant on your roster who logged billable hours during the month. Consultants who didn't log any hours that month don't count toward your active-consultant fee, even if they're listed in your team. Each consultant counts at most once per month, regardless of how many assignments they worked.
When are you billed?
Prilet uses a pure post-pay model: subscription fees are billed monthly in arrears. Specifically:
- Monthly invoices on the 1st. On the 1st of each calendar month, Prilet generates one consolidated invoice for the prior month's actual usage (base fee + active-consultant fees) and auto-charges the payment method on file.
- Mid-month signups are prorated. Sign up on the 17th and your first invoice (issued on the 1st of the next month) charges only for the days you actually had access.
- Mid-cycle plan changes are prorated. Upgrading or downgrading mid-month adds two clearly-labeled lines to your next invoice: a refund for unused days on the old tier and a charge for partial days on the new tier.
- No upfront commitment. No annual contracts, no setup fees, no charge at signup. The first time money changes hands is the 1st of the month after you started.
The Settings → Subscription page shows a live "projected bill" card during the month, updated as consultants log hours, so you always know what's accumulating before the invoice closes.
Changing Plans
Plan changes are self-service from Settings → Subscription → Change plan:
- Upgrades take effect immediately and unlock the new tier's features right away. The new fees are prorated to the cycle.
- Downgrades also take effect immediately. Dropping from Agency to Solo Pro removes the per-active-consultant fee going forward, but the Agency per-consultant rate still applies to the distinct consultants who were active earlier in the month, since billing is in arrears for actual usage.
- Cancel to Solo Sub ends your paid plan and drops you back to the free Solo Sub tier. You keep your data, profiles, and existing assignments — you just lose access to features above Solo Sub.
Payment Method & Billing History
Subscription invoices are paid by the card you provide during signup (via Stripe Checkout). You can update your card or download past invoices any time from Settings → Subscription → Billing history, which opens Stripe's secure Customer Portal. If a payment fails, Stripe automatically retries on a smart-retry schedule and Prilet places your account into a 14-day grace period before any feature restrictions kick in.
11. Subcontracting
Subcontracting allows one consulting company (the "prime") to list consultants from another consulting company (the "sub") to their own clients. This creates a chain of relationships managed automatically by the platform.
How It Works
| Party | Role | What They Do |
|---|---|---|
| Company A (Sub) | Employs consultant | Sets resume rates, manages availability and profile |
| Company B (Prime) | Lists consultant | Sets client-facing rates, manages client relationship |
| Company C (Client) | Hires consultant | Creates assignments, pays invoices — sees the consultant under Company B |
Rate Structure
- Sub Rate (A to B) — A single, fixed rate that the prime pays the sub. Negotiated when setting up the arrangement.
- Client Rates (B to C) — Multiple payment term options the prime offers to clients. Set by the prime company.
- Prime Margin — The difference between client rate and sub rate.
Arrangement Workflow
Prime company finds a consultant on search and requests a subcontracting arrangement, setting client-facing rates.
Sub company receives notification and reviews the request. They can approve or reject.
If approved, the consultant appears in the prime's team. Clients can hire them through the prime.
Linked Assignments
When a client hires a subcontracted consultant, two assignments are automatically created and synchronized:
- B to C Assignment — Between prime and client, at the client rate, with origination fee
- A to B Assignment — Between sub and prime, at the sub rate, with no origination fee
State changes (accept, reject, cancel, terminate) are synchronized between the two assignments. Billing weeks are also linked, and the adjustment workflow flows from the sub company through to the client.
Invoice Chain
| Invoice | From | To | Rate | Origination Fee |
|---|---|---|---|---|
| A to B Invoice | Company A (Sub) | Company B (Prime) | Sub rate | None |
| B to C Invoice | Company B (Prime) | Company C (Client) | Client rate | 5% |
12. Team Management
Consulting companies use team management to organize their consultants, manage profiles, and track capacity.
Management Hierarchy
Every user has a management relationship forming a hierarchy:
- Admins — Self-managed, full access to all company users
- Managers — Self-managed, access to their assigned consultants
- Timekeepers — Self-managed, review hours for assigned assignments (hiring companies only)
- Consultants — Assigned to a manager (or self-managed for independents)
What Managers Can Do
For the consultants assigned to them, managers can:
- View and edit profiles, resumes, and skills
- Set and update availability
- View assignments and billing
- Request billing adjustments
- View earnings and financials
- Create special offers
- Manage subcontracting arrangements
Adding Team Members
Managers and admins can add consultants to the team in two ways:
- Invite — Send an invitation email; the user creates their own account and is linked to the company
- Managed Profile — Create a profile on their behalf (the consultant may not have login credentials)
Team Hours Review
Managers can review all billing hours across their team in a consolidated view, making it easy to spot exceptions and submit adjustments on behalf of their consultants.
13. Offers
Offers allow consulting companies to create shareable URLs with customized terms for specific consultants. They're a powerful tool for proactive client outreach and negotiated rates.
Use Cases
- Negotiated Rates — Create an offer with special pricing for a specific client
- Time-Limited Promotion — Offers expire after 14 days by default
- New Client Acquisition — Share the link with someone who doesn't have a Prilet account yet
- Private Outreach — Send custom URLs directly, bypassing public search
How Offers Work
Select a consultant, optionally customize rates, dates, and hours. A unique URL is generated.
Send the URL directly or use Prilet's built-in email invitation feature.
The recipient views the consultant's profile and offer terms. They click "Create Assignment" and the form is pre-populated with the offer details.
Once an assignment is created, the offer is marked as used and can't be reused.
Offer States
| State | Description |
|---|---|
| Active | Can be viewed and used (not expired, not yet used) |
| Used | Assignment created from this offer |
| Expired | Past the 14-day expiration window |
Custom Payment Terms
By default, offers use the consultant's resume rates. You can override these with custom rates and terms specific to this offer. This is useful for negotiated pricing without changing the consultant's public profile.
14. Diamonds (Recognition)
Diamonds are Prilet's positive-only recognition system. After an engagement, hiring companies can give a consultant a Diamond to highlight great work.
Key Points
- One per assignment — Each completed or terminated assignment can have at most one Diamond
- Positive only — There are no negative reviews, ratings, or star systems. Either you give a Diamond or you don't.
- Optional comment — Add a brief note about what went well
- Company-attributed — Diamonds are attributed to the hiring company name, not the individual user
How to Give a Diamond
- Navigate to the completed or terminated assignment
- Look for the "Diamond" section on the assignment page
- Click "Give a Diamond"
- Optionally add a comment about what went well
- Submit
Visibility
Diamonds appear on the consultant's public profile in search results. The profile shows the total Diamond count and lists each Diamond with the company name and optional comment. This helps future clients gauge a consultant's track record.
15. Account Settings
Manage your personal profile, company configuration, security, and payment settings from the Settings area.
Profile Settings
- Personal Info — Name, email address, phone number
- Password — Change your password at any time
- Social Media — Link your professional social media profiles (LinkedIn, etc.)
Company Settings
Company admins can manage:
- Company Profile — Name, description, logo, contact information
- Capabilities — View your primary role and optionally enable the secondary mode (hiring or consulting)
- Two-Factor Requirement — Enforce 2FA for all company users
Two-Factor Authentication (2FA)
Add an extra layer of security to your account with time-based one-time passwords (TOTP).
Setup
- Go to Settings → Two-Factor Authentication
- Scan the QR code with your authenticator app (Google Authenticator, Authy, etc.)
- Enter the verification code to confirm
- Save your backup codes in a secure location
Payment Methods (Hiring Companies)
Manage the payment methods used to pay invoices. Only company admins can add or remove payment methods.
- ACH Auto-pay — Connect a bank account for free automatic payments
- Credit/Debit Card — Add a card for automatic payments
- Manual Bank Transfer — Set up bank account details for manual ACH or wire transfers
You can set a default payment method that will be used for auto-pay. You can also select a specific method when paying individual invoices manually.
Payout Setup (Consulting Companies)
Connect your bank account to receive payouts from Prilet. The setup requires business information and bank account details. See the Payouts section for detailed setup instructions.
Invoice Groups (Hiring Companies)
Create and manage invoice groups to organize billing by project, department, or cost center. Each group can have its own email recipients for invoice notifications. See the Billing section for details.
Agreement Templates
Company admins can configure agreement templates in Settings → Agreement Templates. Templates define the default instructions, contact information, and documents that will be shared with counterparties when new agreements are established. See the Agreements section for details.
User Management
Company admins can:
- Invite new users to the company
- Assign roles (consultant, manager, admin, timekeeper)
- Assign managers to consultants
- Deactivate or reactivate user accounts
16. Security & Privacy
Prilet is built with security at every layer. Your data, your payments, and your business information are protected by industry-leading standards.
Infrastructure Security
- Encrypted Data Transmission — All communication between your browser and Prilet is encrypted using TLS/SSL
- Secure Password Storage — Passwords are hashed using industry-standard algorithms; we never store plaintext passwords
- Two-Factor Authentication — Optional (or company-enforced) 2FA using TOTP-based authenticator apps
- Role-Based Access Controls — Granular permissions ensure users only see and do what their role allows
Payment Security
All payment processing and fund transfers on Prilet are powered by Stripe, the world's leading payment infrastructure platform. Stripe processes hundreds of billions of dollars annually for millions of businesses worldwide, including industry leaders like Amazon, Google, and Shopify.
Why Stripe?
- PCI DSS Level 1 — The highest level of payment security certification. Prilet never stores, processes, or transmits full credit card numbers or bank account details on its own servers.
- SOC 1 & SOC 2 Compliant — Stripe's infrastructure undergoes rigorous independent audits
- End-to-End Encryption — All payment data is encrypted at rest and in transit
- Advanced Fraud Protection — Machine learning-based fraud detection on every transaction
- Secure Payouts — Consulting company payouts flow through Stripe Connect, ensuring funds are transferred securely to verified bank accounts
Access Controls
Prilet enforces strict access controls throughout the platform. See the Authorizations section for a complete breakdown of permissions by role.
- Users can only access data within their own company
- Financial information is restricted based on role and management hierarchy
- Company admins can enforce 2FA for all users
- Account deactivation immediately revokes access
17. Integrations
Prilet integrates with popular accounting software so consulting companies can keep their books in sync automatically — no manual data entry required.
Overview
Integrations are available to consulting company admins under Settings → Integrations. Each integration connects your Prilet account with a third-party service using a secure OAuth connection.
| Integration | Status | What It Syncs |
|---|---|---|
| QuickBooks Online | Available | Invoices (voids included), payments, customer records |
| Xero | Coming Soon | — |
| Sage | Coming Soon | — |
QuickBooks Online
Connect your QuickBooks Online account to automatically sync invoices and payment status from Prilet. When you send an invoice or receive payment in Prilet, it appears in QuickBooks without any manual work.
How It Works
Connecting QuickBooks
Navigate to the Integrations page from the settings menu.
You'll be redirected to Intuit's secure authorization page.
Sign in to your QuickBooks account and grant Prilet access. Your credentials are never stored by Prilet — only a secure authorization token.
You're redirected back to Prilet. The integration is now active and syncing begins automatically.
What Gets Synced
| Prilet Event | QuickBooks Action | Details |
|---|---|---|
| Invoice sent | Invoice created | Line items, amounts, due date, and invoice number are synced. Hiring company is mapped to a QuickBooks customer (auto-created if new). Voiding in Prilet voids in QuickBooks when that invoice was synced. |
| Invoice updated | Invoice updated | If an invoice is re-synced, the QuickBooks version is updated to match. |
| Payment received | Payment recorded | The payment amount and date are recorded against the QuickBooks invoice, marking it as paid. |
Settings & Management
Once connected, you can manage your QuickBooks integration from the Integrations page:
- Sync Invoices — Toggle automatic invoice syncing (voids included) on or off
- Sync Payments — Toggle automatic payment syncing on or off
- Recent Activity — View a log of recent sync actions with success/failure status
- Disconnect — Revoke the connection at any time. Existing data in QuickBooks is not removed.
Still have questions?
Check our FAQ for quick answers or reach out to our support team.