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The full bonus lifecycle: from job creation to worker payout

Every step a bonus moves through, in order, with what triggers each one.

Purpose

Bonuses move through 9 distinct steps from the moment a job is created to the moment a worker sees the money in their account.

This article walks through every step so you can spot exactly where in the lifecycle a bonus is.

The 9 Steps

  1. Job created in your integration
  2. Job syncs to Protiv
  3. ProPay generated from the job
  4. Workers do the work, time tracked in your integration
  5. Time syncs to Protiv
  6. ProPay calculated — budget vs actual, bonus determined
  7. Manager approves the ProPay (disqualifiers + penalties applied)
  8. Bonus line items created on each worker's statement
  9. Statement paid out — money lands

Step 1: Job Created

Where: Your integration (Aspire, Jobber, etc.)

The customer-facing job is created in your scheduling or job management system. Set the budget, assign the crew, schedule the work.

Step 2: Job Syncs to Protiv

Where: Sync engine

Most integrations sync every 20 minutes or on-demand. The job appears in Protiv with all its synced fields.

Step 3: ProPay Generated

Where: Protiv (automatic OR manual)

Protiv builds a ProPay for the job — unless an exclusion rule applies. The ProPay holds the budget and is the calculation container.

Step 4: Workers Do the Work

Where: Job site

Crew clocks in, does the work, clocks out. Time gets tracked in your integration's time-tracking system.

Step 5: Time Syncs to Protiv

Where: Sync engine

Time entries flow from your integration to Protiv as time_entry and milestone_time records. Drive time gets tracked separately.

Step 6: ProPay Calculated

Where: Protiv

As time accumulates, Protiv calculates running budget vs actual. When the job completes, the final bonus pool is determined.

Step 7: Manager Approves

Where: Protiv admin

Manager opens the ProPay, resolves any disqualifiers, applies any penalties, and clicks Approve.

If a disqualifier failed, the bonus is blocked here. If penalties applied, the bonus is reduced.

Step 8: Bonus Line Items Created

Where: Protiv

After approval, individual bonus line items are created for each worker. They start in Held status, in waiting-period limbo.

Step 9: Statement Paid Out

Where: Protiv → payroll system

At the end of the pay period, line items roll up into a bonus statement. Once the waiting period clears, the statement becomes payable. Admin marks it paid, money flows through payroll, worker sees the bonus.

Where Each Step Can Stall

  • Step 2 (Sync) — Integration is failing. Check sync status.
  • Step 3 (ProPay) — Exclusion rule applied. Check exclusions.
  • Step 5 (Time sync) — Workers haven't clocked in, or time isn't syncing.
  • Step 7 (Approval) — Pending disqualifier blocking. Manager hasn't reviewed.
  • Step 8 (Line items) — Held in waiting period. Will release automatically.
  • Step 9 (Statement) — Statement not yet paid. Admin needs to mark paid.

The dashboard surfaces stalled items via the alerts section.

Time Estimates

Typical timeline for a single job:

  • How does Protiv work, end to end?
  • How is a ProPay calculated? (Hours budget type)
  • How do I approve a ProPay?
  • How do bonus pools work, and how do I configure one?