Role Playbooks / Hiring Manager & Admin

Hiring Manager & Admin

You bring consultants in, approve their hours, and pay for them. Prilet is free for your side of the table.

Hiring company About 15 minutes a week Admin items badged

Your rhythm

Every day

  • Clear adjustment requests — the only thing here with a real clock

Every week

  • Skim the weekly hours summaries for your engagements
  • Answer any offers waiting on you
  • Check assignment end dates still match reality

Every month

  • Check invoices against the hours you approved
  • Confirm payments went out on time
  • Review who has access, and at what level

A typical week

Consultants receive their hours on Monday, so anything they dispute reaches you shortly after.

The deadline is counted from each request rather than from a fixed weekday, so Thursday below is where it usually falls, not a rule.

Mon
Tue
Wed
Thu
Fri
Sat
Sun
You
Prilet
Deadline
Nothing due
Mon

Weekly hours summaries reach you

What was calculated for each of your engagements last week. Informational — the hours were worked out from the assignment, not typed in by anyone.

Tue

Adjustment requests come in

A consultant is proposing different hours, with a reason. Open it, decide, done. Most weeks there are none.

Thu

Unanswered requests approve themselves

48 hours after each request. The consultant’s figure stands and you are billed for it. You get a reminder before that point.

Billing cycle

3rd

Invoices arrive from your consulting companies

Generated from the hours you approved, on whatever cadence each agreement sets. You’ll get “Invoice Ready” for each one.

On receipt

Check the invoice against the hours you approved

It should hold no surprises, because every hour on it went past you weeks earlier. If something looks wrong, raise it before the due date rather than after.

Due date

Auto-pay collects — if you’re set up for it

With ACH auto-pay the payment is taken on the due date and you do nothing. Admin only

Due date

… or you send the transfer yourself

If you pay by bank transfer, nothing happens unless you initiate it. This is the single most common way a hiring company ends up overdue. Admin only

You
Prilet

If an invoice doesn’t arrive on the 3rd

An invoice covers a group of billing weeks and waits for the slowest one. A week still inside its adjustment window, or holding a request nobody has answered yet, keeps the whole invoice back until it settles — which works in your favour, since the alternative is being billed a figure that is about to change. A December invoice landing in the second week of January is normal for that reason. Cadence matters too: only monthly agreements follow the 3rd at all, and a weekly or biweekly one invoices as each period closes. Either way a late invoice doesn’t cost you time to pay it — your due date is counted from the invoice itself, using the payment terms in the agreement.

What each task involves

1

Answer adjustment requests within 48 hours

A consultant says their calculated hours were wrong and proposes a correction. Approve or reject it — and if you do neither, it is approved automatically when the window closes and you are billed for the corrected figure. This is the only clock on this page that costs you money.
In the app: Hours Review → the week → Approve or Reject About adjustments →
2

Answer the offers your consulting firms send

Work arrives as an offer: a consultant offer or a project offer, with the rate and dates already on it. Accepting creates a draft project (or assignment); you review it and send it, and that's when you sign. Declining is worth doing rather than ignoring — silence leaves a consultant reserved against a deal that is already dead.
In the app: Offers · Projects About offers →
3

Keep projects and assignments current

Every assignment belongs to a project, and the assignment’s dates are what generate billing weeks. If an engagement is ending sooner than planned, say so — a short-notice end has its own approval flow and is far cleaner than letting the dates run on and correcting the hours afterwards.
In the app: Projects About assignments →
4

Pay the bills

Invoices from your consulting companies land on the cadence their agreement sets. On ACH auto-pay they are collected on the due date and need nothing from you. On bank transfer, you have to send it. Late payment can put your account on hold, which stops new invoices being payable. Admin only
In the app: Bills · Settings → Payment Methods About paying invoices →
5

Set the commercial terms

Each consulting company you work with has an agreement covering payment terms and billing cadence. Either side can propose a change and it takes effect only when the other accepts. Worth revisiting when a relationship grows from one consultant to several. Admin only
In the app: Agreements About agreements →
6

Give the right people the right access

Add a timekeeper for anyone who should approve hours on their own projects but must never see money — that is exactly what the role is for, and it’s the safest way to spread hours approval across delivery leads. Admin only
In the app: Settings → Users Timekeeper playbook →

Your dashboard

Offers

Offers your consulting firms have sent you. Accepting one starts the work.

Projects

Your projects and the consultants on each.

My Consultants

Consultants you have worked with—open resumes and start new assignments.

Hours Review

Review and approve consultant hours each week.

Bills

View and pay bills from consultants you’ve hired.

Invoice Groups

Group projects by department or cost centre to route—or split—their invoices.

Payment Methods

Add a payment method to pay consultant invoices.

Payment Holds

Block payments to specific consulting companies.

Where you spend your time
Visible, but rarely needed

What lands in your email inbox

The second and third have consequences attached to silence.

“Weekly Hours Summary: …” Weekly

Calculated hours for an engagement you manage. No action needed.

“Adjustment Requested: …” Act within 48 hours

A consultant is proposing different hours. Approve or reject before it decides itself.

“Reminder: Adjustment Pending Approval …” Last call

Still unanswered. After the deadline the consultant’s figure is accepted automatically.

“Invoice Ready: …” Per invoice

A bill from one of your consulting companies, built from hours you already approved.

“Payment Failed: …” Drop everything

Auto-pay couldn’t collect. Left alone this ages into an overdue account and a payment hold.

“New offer from …” When it happens

A consulting firm has sent you a consultant offer or a project offer. Accepting it starts the engagement.

FAQ

Common questions

What does Prilet cost us?

Nothing. Hiring companies use Prilet free — the consulting side pays. You pay consultant invoices, and that is the whole of it.

What happens if we ignore an adjustment request?

It is approved automatically after 48 hours and you are billed for the consultant’s figure. Nothing escalates to anyone else first, and there is no appeal afterwards beyond reopening the week and agreeing a correction. Answering is cheaper than unwinding.

Who should be approving hours?

Whoever actually knows whether the week is right — usually the person running the project, not finance. That is what the timekeeper role exists for: they approve hours on their own projects and can’t see invoices, rates or payment methods at all.

Do we ever enter hours?

No. Hours are calculated from each assignment’s working days, less the consultant’s time off and public holidays — tracked for both of you without either side entering them day by day. You approve or reject the corrections that come to you.

An invoice looks wrong. What do we do?

Raise it with the consulting company before the due date. Every hour on the invoice was approved weeks earlier, so genuine surprises are rare — but a disputed invoice can be put on hold rather than paid while you sort it out.

How do we bring in someone new?

Ask the consulting firm you work with to send you an offer. Every engagement on Prilet starts there — you don’t assemble one yourself, and there is nothing you need to configure before an offer can reach you.

What’s the difference between a manager and an admin here?

Managers do the delivery half: answering offers, projects and approving hours. Admins add the money and the account — payment methods, bills, agreements, invoice groups, payment holds and user roles.

Bringing someone in to approve hours? Send them the Timekeeper playbook · All playbooks

Just setting up? Start with the Hiring Company quick start.