Build the supplier file before the invoice arrives
A contractor file can include the legal payee name, contract reference, agreed rate, tax information and relevant coverage records. WCB-Alberta recommends a clearance before hiring and before releasing payment; we can retain that evidence and flag missing or outdated items for the responsible manager.
Coverage and worker classification require review on their own facts. An invoice headed “contractor” does not settle employment status, tax treatment or WCB responsibility. Our role is to maintain the record and the exception queue rather than make unsupported legal conclusions.
Make expense approval specific
An expense claim should identify who paid, the business purpose, date, project and receipt. The reviewer can then distinguish a reimbursable client cost, an operating expense and a personal purchase. Duplicate checks need to consider both corporate-card transactions and employee or contractor claims.
Illustrative example: a site visit charged twice
A Calgary energy consultancy receives a subcontractor invoice with a hotel charge also paid on the company card. Matching the receipt and trip reference catches the duplicate before payment. The corrected invoice retains the original project allocation and the reason for the adjustment.
Questions about this work
Does a clearance letter prove a contractor is self-employed for tax?
No. WCB status and the tax classification of a working relationship are different questions. Each needs the appropriate evidence and review.
Can you approve expenses on behalf of our project manager?
We can check documents against agreed rules and prepare exceptions. The authorized manager retains the approval decisions specified in your process.
Put this into practice
Sources and current guidance
A practical next step
Bring the records you have.
We can identify missing information, agree on the scope and organize the next bookkeeping step.
Request a bookkeeping review