Built for businesses that run on rotating crews
Contractor operations. From onboarding to paid.
Kelvaro connects contractor readiness, work records, payout approvals, customer funding, Stripe transfers, reconciliation, and year-end preparation — so a changing crew does not mean a changing payment process.
- ✓ U.S. controlled pilot
- ✓ W-9 and W-8 readiness workflows
- ✓ Funding and reconciliation controls
Payout readiness
8 of 10 readyFriday crew payout
10 contractors · 2 items need review before release
Ready8
Needs review2
Batch total$12.8k
ContractorTaxPayoutAmount
Maya ChenProducerVerifiedReady$2,400
Andre LewisCameraVerifiedReady$1,850
Taylor BrooksStylistW-9 reviewBlocked$1,420
Jordan EllisAudioVerifiedReady$1,275
Paying a rotating crew is an operations problem
Your crew changes every job.
Different contractors, rates, assignments, and readiness states make a static roster or spreadsheet hard to trust.
Approval and payment get mixed together.
When an approved amount, customer funding, contractor transfer, and final receipt all look like one step, exceptions become risky to recover.
Year-end cleanup starts too late.
Missing tax documents and scattered payment records become a January emergency when readiness is not tracked throughout the year.
One controlled record from readiness to reconciliation
StepModuleWhat it does
1
Readiness
Onboard the contractor before payday
Track the contractor record, W-9/W-8 workflow, and Stripe-hosted payout onboarding so incomplete recipients are visible before money is due.
2
Work + approval
Keep the obligation tied to the work
Connect the contractor, job or assignment, rate, work evidence, and approved amount so the payment has an operational source of truth.
3
Funding control
Separate approval from money movement
After approval, fund the obligation through the customer funding flow. Kelvaro keeps the contractor transfer blocked until funding reaches the required settled state.
4
Reconciliation
Know what actually happened
Match internal payout state with Stripe transfer state, webhook events, and scheduled reconciliation before retrying an ambiguous payment.
Built for the businesses spreadsheets struggle with
The roster changes by job, but the business still needs one trustworthy process for readiness, approvals, payments, exceptions, and year-end records.
Event and wedding operators
Businesses assembling different contractor crews across events, venues, and busy seasons.
Production agencies
Project-based teams where crew, rates, assignments, and approvals change from production to production.
Tour and DMC operators
Operators coordinating rotating guides and contractors across recurring departures and client programs.
Other rotating-crew businesses
Teams where the people doing the work change frequently but payout controls and year-end records still have to stay consistent.
Approval is not payment
Kelvaro deliberately separates the business decision to approve an obligation from customer funding and the contractor transfer. Funding must reach the required settled state before the transfer path becomes eligible, and ambiguous results are reconciled before a retry.
That separation is central to the product: it makes the state of the obligation, the customer funding, and the contractor transfer independently visible instead of hiding them behind one "paid" button.
Control before speedMoney-safety controls
- Contractor payout readiness is checked before transfer
- Approval does not automatically move money
- Customer funding must reach the required settled state
- Stripe state is reconciled before ambiguous retries
Controlled pilot access
Kelvaro is onboarding a small number of external businesses before general availability. We are finalizing one canonical direct-operator pricing model from real pilot usage rather than publishing contradictory placeholder tiers.
Pilot
Rotating-crew operations
Commercial terms confirmed during onboarding
- Contractor onboarding and readiness tracking
- W-9 and W-8 documentation workflows
- Job / assignment and work context
- Explicit payout approval
- Customer funding settlement controls
- Stripe contractor transfer workflow
- Payout reconciliation and audit history
- 1099 readiness review and export support
Frequently asked questions
What kinds of businesses is Kelvaro built for?
The initial pilot is designed for U.S. businesses that run on rotating contractor crews — especially event and wedding operators, production agencies, tour or DMC operators, and similar project-based teams.
Does approving a payout send the money?
No. Approval authorizes the obligation but does not itself move money. The customer funds the approved obligation, Kelvaro waits for funding to reach the required settled state, and only then can the controlled contractor transfer proceed.
Does Kelvaro file 1099s?
Not currently. Kelvaro supports W-9/W-8 workflows, year-to-date records, 1099 readiness review, and export/accountant handoff. It does not treat a payment amount alone as a filing determination. Native 1099 e-filing remains post-pilot work.
Does Kelvaro support international payouts?
International payout coverage is not part of the current controlled pilot. Pilot payment workflows are scoped to the supported U.S. configuration that has been tested for launch.
Does Kelvaro sync directly with QuickBooks or Xero?
Not in the current pilot. Use reporting and export/accountant-handoff workflows until a specific native integration is released and acceptance-tested.
How much does Kelvaro cost?
Kelvaro is onboarding a small number of controlled pilot customers. Pilot commercial terms are confirmed during onboarding while one canonical direct-operator pricing model is finalized and tested end to end.
More questions? See the full FAQ →
Make the first real payout boring.
Join the controlled pilot and build one repeatable process from contractor readiness to reconciliation.
Request pilot access →