Free template

Free contractor payment approval template

Use this sheet to make each contractor payment explainable before money moves. Keep the rate, work context, exceptions, approver, and final amount on the same line.

Download payment approval template CSV →When to replace the spreadsheet

Template preview

Contractor	Project / event	Base amount	Approved adjustments	Final amount	Supporting record	Exception status	Approver	Approval date	Ready for payout
Avery Example	Event 1042	800.00	50.00	850.00	Shift complete	Resolved	Taylor Manager	2026-09-07	Yes
Jordan Example	Production 62	1400.00	0.00	1400.00	Invoice 62-14	Open			No

How to use it

Start from the agreed compensation rather than the bank transaction.
Record approved adjustments separately from the base amount.
Keep unresolved exceptions visible until a named approver resolves them.
Do not use Ready for payout as a substitute for the approval record itself.
Carry the approved final amount into the payout and reconciliation tracker without re-keying it.

Useful for

Event crew approvals
Production freelancer payments
Vendor milestone approvals
Tour and charter crew adjustments

Related resources

Contractor payment approval software →Contractor payment approval workflow →Bulk contractor payment software →

Spreadsheets are useful until the handoffs become the work.

Kelvaro turns the same contractor, project, approval, payout, and reconciliation fields into a live operating workflow so your team does not have to keep synchronizing copies manually.

Try Kelvaro →