When invoices are generated for self-funded partners
Last updated: August 27, 2026
Self-funded partners are billed on a recurring schedule tied to each pay period, and can expect invoices shortly after a work week closes, with payment due according to the net terms configured on their account.
Who this applies to
This article is for self-funded partners — staffing agencies who fund the pay of their own workers, with Ascen handling employment, compliance, and back-office processing on their behalf.
Self-funded is distinct from a self-employer arrangement. If your account is set up as a self-employer, payroll funding is handled differently (your payroll provider debits you directly) and the payroll invoices described below do not apply to you. If you are unsure which arrangement your account uses, email support@ascen.com.
What you are billed for
As a self-funded partner, the invoices generated for your account generally fall into two streams:
1.
Payroll invoices. Because you fund your own workers' pay, Ascen generates a payroll invoice covering the amounts that need to be funded for a given pay period — the wages and associated processing for the workers who were paid. This is the invoice type that is specific to self-funded partners.
2.
Adjustments and related charges. Any open adjustments applicable to the period (for example, credits/debits or screening-related charges) are included with, or invoiced alongside, the payroll invoice. Depending on your settings, screening-related items may appear on a separate invoice.
Client-facing billing (the invoices your own clients receive for staffing services) follows your clients' invoicing configuration and is a separate topic from the payroll funding invoices covered here.
When payroll invoices are generated
Payroll invoices for self-funded partners are produced by a recurring, automated billing run:
Cadence. The billing process runs on a recurring schedule. Each run looks at the most recently completed work week and gathers the pay/bill activity that still needs to be funded for that period. In practice, you can expect a payroll invoice to be generated shortly after a work week closes and payroll for that period has been processed.
Fixed generation days (if configured). Your account can be set to generate payroll invoices on one or more specific weekdays. If generation days are configured, invoices are generated on those weekdays only; on other days the run is skipped for your account. If no days are configured, the invoice is generated whenever the recurring run finds fundable activity for the period. Where your payroll invoices are grouped by client, an individual client can also be set to its own generation days, which replace your account's for that client — so different clients can be invoiced on different days. If you are unsure which days apply to your account, email support@ascen.com.
Grouping. Payroll invoices can be grouped (for example, by client) based on your account configuration, so you may receive one invoice or several for a given period depending on how your account is set up.
Because generation keys off completed pay periods, the timing you experience is best understood relative to your pay period and payroll processing rather than a fixed calendar date: work week closes → payroll for that period is processed → the next billing run generates the funding invoice for it.
When payment is due (net terms)
Once a payroll invoice is generated, its due date is driven by the net terms configured on your account:
The due date is calculated from the invoice's creation date plus your configured net-terms days. For example, an account on net-terms of N days will see a due date roughly N days after the invoice is generated. Your specific net-terms value is set per account — treat the exact number as configured on your account.
The due date is also aligned so it falls on a valid banking day, and it takes into account the expected funding/debit date for the underlying payroll. This means the effective due/debit date may be nudged to the next valid business day. Exact timing can vary with banking calendars and holidays; email support@ascen.com to confirm the dates that apply to your account.
If automatic debit is enabled on your account, the funding amount is drawn on or after the due date via your configured payment method. If it is not enabled, you are responsible for remitting payment by the due date.
Where to view your invoices
You can view all invoices for your account in the Ascen partner portal:
Go to the Invoices section of the portal to see generated invoices, their status (for example, open or paid), amounts, and due dates.
Open an individual invoice to see its line items, the period it covers, and its due date, and to download a PDF or supporting timesheet detail where available.
Payroll invoices appear alongside your other invoices in this list.
Quick reference
Question | Answer |
|---|---|
What triggers a payroll invoice? | A completed work week with pay/bill activity that needs funding, picked up by the recurring billing run. |
How often? | On the recurring billing schedule — on your configured generation weekdays if any are set, otherwise whenever the run finds fundable activity. |
Timing relative to the pay period? | Generated after the work week closes and payroll for that period is processed. |
When is it due? | Invoice date plus your configured net terms, adjusted to a valid banking day. |
Where do I see it? | The Invoices section of the partner portal. |
Notes
Exact generation days, net-terms length, invoice grouping, and automatic-debit behavior are all configured per account. Where this article says "as configured on your account," check your portal settings or email support@ascen.com for your specific values.
If a payroll invoice does not appear when you expect it, the most common reasons are that the work week has not yet closed, payroll for the period has not finished processing, or there was no fundable activity for that period. Contact support if an expected invoice is missing.