docs(terms): pay contractors within 30 days of invoice approval#4
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Actionable comments posted: 1
🤖 Prompt for all review comments with AI agents
Verify each finding against the current code and only fix it if needed.
Inline comments:
In `@STANDARD_TERMS.md`:
- Around line 129-133: Update the Payment Deadline clause to replace the
ambiguous phrase "process payment" with a clear obligation (e.g., "complete
payment" or "ensure payment is received") and add an explicit invoice-approval
SLA by inserting a new sentence before the Payment Deadline stating "The Company
will approve or reject invoices within [X] business days of receipt." Also
define "valid invoice" requirements (required fields, referencing the Special
Terms template or listing invoice number, date, contractor details, itemized
hours/rates, PO/reference) so the 30-day clock for "complete payment" clearly
starts only after a compliant invoice is received; apply the same approval SLA
to Retainer mode where clause 2 requires approval of hours.
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CHANGELOG.mdSTANDARD_TERMS.md
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@holdex pr submit-time 20m |
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⚠️ Outside diff range comments (3)
STANDARD_TERMS.md (3)
113-117:⚠️ Potential issue | 🟠 MajorRetainer mode needs an approval SLA for hours (otherwise the invoice clock is effectively blocked).
Clause 2 (Retainer — Hourly) says Holdex “must approve all hours before payment,” but there’s no timeline for approving/rejecting PR hours. Since invoices are submitted “at month-end for approved hours only,” a slow hours-approval process can delay invoicing and therefore payment without any SLA.
Suggested change
2. **Retainer — Hourly.** The Contractor submits hours billed using PRs. Holdex - must approve all hours before payment. + must approve or reject all submitted hours before payment within 10 + business days. If hours are rejected, Holdex will provide written reasons + specifying what information is required to make the hours approvable.🤖 Prompt for AI Agents
Verify each finding against the current code and only fix it if needed. In `@STANDARD_TERMS.md` around lines 113 - 117, Update Clause 2 "Retainer — Hourly" to add an explicit approval SLA for submitted hours: state a maximum review period (e.g., "Holdex must approve or reject submitted PR hours within X business days of submission; if no response, hours are deemed approved/contested" — choose whether auto-approval applies) and define the consequences (e.g., unpaid/approved status for month-end invoicing and how disputes are escalated). Modify the text around "must approve all hours before payment" and "Invoices are submitted at month-end for approved hours only" to include the selected SLA and dispute/auto-approval behavior so the invoice clock cannot be indefinitely blocked.
123-133:⚠️ Potential issue | 🟠 MajorAdd a cure/resubmission grace period when an invoice is rejected as “not valid.”
Clause 5 sets a strict invoice submission deadline, and clause 6 defines “valid invoice” requirements. But there’s no explicit statement that if an invoice is timely submitted yet found not-valid (missing fields), the Contractor can cure/resubmit without risking treatment as “late” under clause 5. That’s a common contractor-unfriendly edge case.
Suggested change
6. **Valid Invoice.** ... + If the Company rejects an invoice because it is not valid, the Contractor + may submit a revised valid invoice within 10 business days after the + Company’s written rejection notice, and the revised invoice will be + treated as timely for purposes of Clause 5.🤖 Prompt for AI Agents
Verify each finding against the current code and only fix it if needed. In `@STANDARD_TERMS.md` around lines 123 - 133, Add a cure/resubmission grace period to the invoicing rules: update Clause 5 (Invoice Submission Deadline) and Clause 6 (Valid Invoice) to state that if a Contractor submits an invoice within the 30-day deadline but the Company rejects it as not valid under Clause 6, the Contractor will have a defined cure period (e.g., 7 business days) to correct and resubmit the invoice without losing the original submission date; require the Company to notify the Contractor of specific deficiencies in writing within a short notice window (e.g., 5 business days) of receipt, and state that the 30-day payment clock will commence from the date a valid invoice is actually received (or be deemed retroactive to the original timely submission if corrected within the cure period).
123-138:⚠️ Potential issue | 🟠 MajorAdd an invoice-review SLA / rejection notice procedure (otherwise the clock-gating can be weaponized).
Right now, the 30-day payment clock starts only after a “valid invoice” is received, but there’s no deadline for the Company to tell the Contractor that an invoice is missing specific fields (and thus not “valid”). That can leave the Contractor in limbo without a defined review/response window.
Suggested change
6. **Valid Invoice.** An invoice is considered valid only if it includes all of the following: invoice number, issue date, contractor legal name, itemized description of services rendered, total amount due, and payment details (bank account or wallet address). The 30-day payment clock does not start until a valid invoice has been received. + Within 10 business days of receiving an invoice, the Company will either + (a) confirm the invoice is valid, or (b) provide written notice of the + specific missing/incorrect information preventing validity. If the + Company does not provide such notice within 10 business days, the invoice + will be deemed valid for purposes of the 30-day payment clock.🤖 Prompt for AI Agents
Verify each finding against the current code and only fix it if needed. In `@STANDARD_TERMS.md` around lines 123 - 138, Update the invoice rules to add a company review SLA and rejection/deficiency notice procedure: amend sections "Valid Invoice" and "Payment Deadline" to require the Company to acknowledge receipt of an invoice within a short window (e.g., 5 business days) and to notify the Contractor in writing of any missing/deficient fields within that same window (include what constitutes notice), state that failure to notify within the SLA means the invoice is deemed accepted for validity purposes, and clarify that the 30-day payment clock in "Payment Deadline" restarts only upon receipt of a corrected invoice after a timely deficiency notice or continues from original receipt if no timely notice was given; reference the headings "Invoice Submission Deadline", "Valid Invoice", and "Payment Deadline" when applying these changes.
♻️ Duplicate comments (1)
STANDARD_TERMS.md (1)
134-138:⚠️ Potential issue | 🟠 MajorClarify “process payment” to remove “initiate vs complete/received” ambiguity.
“Process payment” can be read as merely initiating a transfer; legally/operationally, the Contractor will care whether payment is completed (or received) by the deadline. Consider tightening wording to match the intended obligation.
Suggested change
7. **Payment Deadline.** The Company will process payment within 30 calendar days of receiving a valid invoice. This deadline applies to all Engagement Modes. The Company is not in breach of this obligation if a delay is caused by the Contractor's failure to submit a compliant invoice or provide information reasonably required to process payment. + The Company will complete payment by transferring the funds to the + Contractor (using the payment details provided in the valid invoice) no + later than 30 calendar days from receipt of that valid invoice.🤖 Prompt for AI Agents
Verify each finding against the current code and only fix it if needed. In `@STANDARD_TERMS.md` around lines 134 - 138, Replace the ambiguous phrase "process payment" in clause "7. Payment Deadline." with clear obligational language such as "complete payment so that funds are received by the Contractor" (or "ensure payment is received") within 30 calendar days of the Company receiving a valid invoice, and keep the exception that delays caused by the Contractor's failure to submit a compliant invoice or required information suspend this obligation; update the clause text accordingly to state that the Company will "complete payment/ensure the Contractor receives payment within 30 calendar days" and retain the existing exception language.
🤖 Prompt for all review comments with AI agents
Verify each finding against the current code and only fix it if needed.
Outside diff comments:
In `@STANDARD_TERMS.md`:
- Around line 113-117: Update Clause 2 "Retainer — Hourly" to add an explicit
approval SLA for submitted hours: state a maximum review period (e.g., "Holdex
must approve or reject submitted PR hours within X business days of submission;
if no response, hours are deemed approved/contested" — choose whether
auto-approval applies) and define the consequences (e.g., unpaid/approved status
for month-end invoicing and how disputes are escalated). Modify the text around
"must approve all hours before payment" and "Invoices are submitted at month-end
for approved hours only" to include the selected SLA and dispute/auto-approval
behavior so the invoice clock cannot be indefinitely blocked.
- Around line 123-133: Add a cure/resubmission grace period to the invoicing
rules: update Clause 5 (Invoice Submission Deadline) and Clause 6 (Valid
Invoice) to state that if a Contractor submits an invoice within the 30-day
deadline but the Company rejects it as not valid under Clause 6, the Contractor
will have a defined cure period (e.g., 7 business days) to correct and resubmit
the invoice without losing the original submission date; require the Company to
notify the Contractor of specific deficiencies in writing within a short notice
window (e.g., 5 business days) of receipt, and state that the 30-day payment
clock will commence from the date a valid invoice is actually received (or be
deemed retroactive to the original timely submission if corrected within the
cure period).
- Around line 123-138: Update the invoice rules to add a company review SLA and
rejection/deficiency notice procedure: amend sections "Valid Invoice" and
"Payment Deadline" to require the Company to acknowledge receipt of an invoice
within a short window (e.g., 5 business days) and to notify the Contractor in
writing of any missing/deficient fields within that same window (include what
constitutes notice), state that failure to notify within the SLA means the
invoice is deemed accepted for validity purposes, and clarify that the 30-day
payment clock in "Payment Deadline" restarts only upon receipt of a corrected
invoice after a timely deficiency notice or continues from original receipt if
no timely notice was given; reference the headings "Invoice Submission
Deadline", "Valid Invoice", and "Payment Deadline" when applying these changes.
---
Duplicate comments:
In `@STANDARD_TERMS.md`:
- Around line 134-138: Replace the ambiguous phrase "process payment" in clause
"7. Payment Deadline." with clear obligational language such as "complete
payment so that funds are received by the Contractor" (or "ensure payment is
received") within 30 calendar days of the Company receiving a valid invoice, and
keep the exception that delays caused by the Contractor's failure to submit a
compliant invoice or required information suspend this obligation; update the
clause text accordingly to state that the Company will "complete payment/ensure
the Contractor receives payment within 30 calendar days" and retain the existing
exception language.
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Adds a net-30 payment deadline clause to the Compensation section.
Changes
Context
Raised in holdex/hr-internal#792 — the Standard Terms defined when contractors must invoice but not when the Company must pay. This closes that gap.
Reviewer
@zolotokrylin
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