Coach Invoicing

This article is for Coaches only.

Starting June 25, 2026, all coaching invoices are submitted through the BTS Contractor Portal. You continue logging sessions in the Sounding Board platform exactly as before -- the Contractor Portal is where you review and submit for payment.

Submitting Your Monthly Invoice

Submit one invoice per month, no later than the 3rd of the following month. For example, your June invoice must be submitted by July 3rd. Submit every month -- even if you had only one cancelled session. Do not let invoices accumulate.

💡 The Contractor Portal syncs with the Sounding Board platform every hour, not immediately. Make sure your final logged sessions are showing in the portal before you submit.

🚨 Invoices submitted on time are paid within 30 days. Payments are initiated every Monday (or the next business day if Monday is a public holiday), covering all invoices due before that Monday.

1. Log all sessions for the month in the Sounding Board platform, exactly as you always have. Make sure all activities (assessment debriefs, MACs) are logged before you proceed.

2. Navigate to the Session Log page in the left-hand navigation panel. Use the Month and Year dropdowns at the top of the page to confirm you're reviewing the correct period.

Review each section that appears. Sections are conditional and possible options are listed below. A section only appears if you have logged activity of that type in the selected month.

1:1 Coaching Sessions columns: Coachee, Company, Completed Sessions, Cancelled Sessions, Coachee Level
1:1 Coaching Add-Ons includes Manager Alignment Calls (MACs) and Assessment Debriefs. Columns: Coachee, Type, Company, Manager (for MACs), Total Sessions, Coachee Level
- 💡 For details about add-on types, see Program Add-Ons
Group Coaching Sessions columns: Group, Company, Completed Sessions, Cancelled Sessions, Level
Assessment Debrief Sessions columns: Assessee, Company, Completed Sessions, Cancelled Sessions, Level

🚨 If a session or add-on is missing from your Session Log, do not proceed to the Contractor Portal. See "If Something Doesn't Look Right" below.

3. At the bottom of the Session Log page, click Contractor Portal to open the BTS Contractor Portal.

4. In the Contractor Portal, go to Billing Schedule. Click your unique invoice number to expand the monthly line items.

5. Review each session line item. Check the session type, date, client name, quantity, and rate. Then check the Total Value at the top of the invoice to confirm it matches your logged sessions.

💡 Only sessions marked as Completed or Cancelled will appear as payable line items. If anything is missing, return to the Sounding Board platform to log those sessions, then allow up to an hour for the portal to sync before returning.

6. Once satisfied, click Submit. A pop-up will appear. Check the box to confirm you have reviewed your line items, then submit.

7. You'll receive a confirmation email once your invoice is submitted. You can also view and export your invoice history at any time via the Invoices tab. Click Export History to download a record for your accounts.

If Something Doesn't Look Right

Before raising an issue, identify where the problem sits, then determine who to contact.

A session or add-on is missing from your Session Log

🚨 Do not proceed to the Contractor Portal until this is resolved.

Submit a ticket via the support button in the Sounding Board platform. Include:

- Coachee name

- Date of the missing session or add-on

- Type of activity (e.g., coaching session, MAC, assessment debrief)

The team will confirm whether the missing item can be added to the Session Log or whether you'll need to submit a supplemental invoice instead. Once the record is updated, allow up to an hour for the correction to sync to the Contractor Portal before submitting.

A session or activity is missing or incorrect in the Contractor Portal

If your Sounding Board Session Log looks correct but something is wrong on the Billing Schedule in the Contractor Portal, do not submit your invoice until the issue is resolved.

Click the Need Help? button within the Contractor Portal:

- Search the Help articles for your issue

- If it's not covered, click Report an issue, complete the form, and attach a screenshot where possible

A payment is missing or incorrect

Email accountspayables@bts.com with your invoice number and a description of the issue.

Supplemental Invoices

From time to time you may need to invoice for sessions or activities outside of the platform. Use the supplemental invoice template for:

- Sessions that couldn't be logged due to a system issue

- Activities not yet accounted for in platform automation (e.g., some assessment debriefs)

In the notes/comments section of your supplemental invoice, include:

- Why the session is not on the platform invoice

- The total number of the same session type for that coachee during the month

- Whether a system issue was reported to the support desk

Invoicing for Non-Coaching Services

For services not directly tied to a coaching client (e.g., monthly stipends for Coach Guide or Community Lead roles, content creation), invoice separately.

🚨 These charges must be pre-approved before they are incurred to guarantee payment.

Use either the supplemental invoice template or your own company invoice template. Send to accountspayableusa@bts.com and cc Lauren Hutto, due by the 3rd of the following month.

In the notes/comments section, include:

- Name of the role or project

- Dates or period the work was performed

- The Sounding Board contact who approved the work

Payment Information

BTS pays via ACH (domestic accounts, including Wise.com) and wire transfer (international accounts, USD only).

- Domestic coaches: Complete the ACH enrollment form and email it to accountspayableusa@bts.com.

- International coaches: Ensure your banking information (account numbers, SWIFT code, etc.) is on record with Finance. Complete the International Wire Enrollment Form and email it to accountspayableusa@bts.com.

💡 International coaches using Wise.com -- payments to Wise.com accounts are treated as ACH, so there are no fees from BTS's bank. BTS pays your accrued amount once a default threshold of $750.00 USD is met. To adjust this threshold, email accountspayableusa@bts.com.

🚨 All wire transfer fees -- including charges from both the sending and receiving banks -- are deducted from your payment. International wire transactions also incur an originating fee from BTS's bank (approx. $25 USD).