Contractor Portal
A dedicated portal where contractors log timesheets and mileage, submit monthly activity reports, and payments generate themselves — keeping program data and finance in one system.
Contractor Portal Capabilities
Calendar-Based Timesheets
Contractors log hours by clicking any day on a monthly calendar. Logged days are highlighted, and days with multiple entries aggregate hours and show entry-count badges.
Service & Mileage Logging
Capture service contacts, service types (case management, care coordination, health coaching, behavioral health, and more), delivery modality, and notes — or log mileage trips with origin, destination, and purpose.
Monthly Submission Workflow
Contractors submit an entire month of activity in one click. Entries lock on submission, and administrators approve or return the whole month with reasons.
Monthly Reports & Excel Export
Excel-style monthly reports with per-entry detail, service breakdowns, and day-by-day timelines — exportable as multi-sheet Excel workbooks.
Automated Payment Generation
Approved reports automatically generate draft contract payments — hours at the contract rate plus mileage at the IRS rate — routed to finance for account coding and approval.
Per-Contract Access Control
Contractors see only the contracts they are assigned to, while real-time syncing keeps contractors and administrators viewing the same live data without refreshes.
The Monthly Cycle
Log Daily Activity
Contractors click a day on the calendar and complete their contract's entry form — hours and service details, or mileage trips.
Submit the Month
One click submits every draft entry for the month as a single report, locking entries from further edits.
Review & Approve
Administrators review the aggregated report with totals and service breakdowns, then approve or return it with reasons. Finance is notified automatically.
Generate Payment
Approved reports create draft payments with an attached activity report PDF — ready for account coding, approval routing, and payment processing.
Built-In Governance
- Dynamic, per-contract form builder — text, number, dropdown, checkbox, and date fields, including dropdowns with an "Other" free-text option
- Admins control which custom fields appear in monthly summaries and Excel exports
- Automatic notifications to contractors and contract administrators on submission, approval, and return
- Every report, approval, and payment action recorded in the contract audit log
