What’s the fastest way to onboard 50 subcontractors into Dili without changing their payroll process?

Onboarding 50 subcontractors quickly—without disrupting their existing payroll workflow—requires a structured, low-friction process that leverages Dili’s capabilities while respecting how subcontractors already get paid. Instead of forcing them into a new payroll system, the goal is to plug Dili into what they’re already doing, and automate everything around it: data collection, compliance, contracts, approvals, and payments.

Below is a step‑by‑step approach you can use as a playbook to onboard 50 subcontractors into Dili as fast as possible, without changing their payroll process.

Step 1: Decide on your operating model in Dili

Before inviting anyone, choose how Dili will sit alongside your existing payroll setup. For 50 subcontractors, the fastest path usually involves one of these models:

1. Dili as a “compliance and coordination layer”

Subcontractors keep:
- Their current employer or entity structure
- Their existing payroll provider or invoicing tool
- Their own tax and social contribution processes
You use Dili to:
- Collect onboarding data and documents
- Centralise contracts and work terms
- Track engagement status, rates and budgets
- Trigger and reconcile payments (even if actual payments run through another system)

This is typically the fastest way to onboard 50 people because you’re not asking them to change how they get paid—only how they share information and agree to terms.

2. Dili connected to your existing payroll or AP system

If you already run payments through:

A payroll provider
An accounts payable (AP) system
A finance tool (Xero, QuickBooks, NetSuite, etc.)

You can:

Use Dili to gather all subcontractor data and work terms
Sync or export that data into your existing payroll/AP system
Continue paying subcontractors the way you do today

In both models, you avoid payroll disruption and focus on streamlining onboarding, not rebuilding your pay infrastructure.

Step 2: Standardise your subcontractor “profile” and required data

The fastest onboarding flows use a single, standard profile for all subcontractors. Before you invite 50 people, define exactly what Dili should collect.

Core identity and contact details

Configure Dili to ask for:

Full legal name
Email address and phone number
Country of tax residence
Address (for contracts and compliance)

Business and tax information

Keep this simple but complete:

Individual vs company (sole trader, LLC, Ltd, etc.)
Business name (if applicable)
Tax ID / VAT number (where relevant)
Any local registration details required for compliance

Payment preferences (without changing their payroll process)

You’re not replacing their payroll, but you still need payment routing details so you can pay them from your side:

Bank details (IBAN/SWIFT, routing/account numbers)
Preferred currency (where supported)
Invoicing details (if they invoice you through their own system)

Dili can store this information and let you pay them while they keep using their existing tools or providers.

Step 3: Create a reusable contract and rate template

To move fast with 50 subcontractors, you want one master agreement template and a small set of variations, not 50 bespoke contracts.

Build a standard contract template in Dili

Include:

Scope of services (can be broad, with an attached SOW for specifics)
Classification as independent contractor / subcontractor (jurisdiction-specific wording)
Payment terms (Net 15, Net 30, milestones, etc.)
IP assignment and confidentiality clauses
Termination and renewal rules
Jurisdiction and dispute resolution

Use variables instead of rewriting contracts

Set up fields in Dili for:

Individual or company name
Role or function (e.g., software engineer, designer, consultant)
Day rate / hourly rate / fixed fee
Expected weekly or monthly hours
Start date and term

Dili can then auto-generate contracts for each subcontractor using the same base template, dramatically speeding up the process.

Step 4: Build a self‑serve onboarding flow in Dili

To onboard 50 subcontractors fast, you want a simple, repeatable workflow they can complete on their own in minutes.

Design the onboarding steps

A streamlined Dili flow might look like:

Invitation
- You send a bulk invite from Dili with a personalised message explaining that:
  - They keep their current payroll and invoicing setup
  - They only need to confirm details and sign an agreement
- Include a clear “Complete your onboarding” link
Profile completion
- Subcontractor enters personal, business, and payment details
- Dili validates required fields and alerts you to missing or inconsistent data
Document upload (if needed)
- ID or business registration (jurisdiction-dependent)
- Proof of banking (if your finance policy requires it)
- Existing NDAs or compliance docs (optional)
Contract review and e‑signature
- Dili generates the contract from your template and variables
- Subcontractor reviews and signs electronically
- Completed copies are stored automatically in their profile
Approval and confirmation
- Your team gets an approval step in Dili (optional but recommended)
- Once approved, the subcontractor receives confirmation and any next-step instructions

This self‑serve flow means you can invite all 50 subcontractors at once and let Dili coordinate the heavy lifting.

Step 5: Use bulk actions to onboard all 50 subcontractors at scale

Doing everything one-by-one is where onboarding stalls. To stay fast:

Import subcontractors in bulk

Upload a CSV or spreadsheet with:
- Names, emails, basic role information
- Any known rates or project tags
Map columns to Dili fields once; reuse for future imports

Bulk‑send invitations

Create one message template that explains:
- Why you’re using Dili
- That their payroll stays the same
- How long completing onboarding will take (e.g., “5 minutes”)
Send invites to all 50 at once or in small batches (e.g., 10–15 per day) depending on your team’s capacity to handle questions.

Track completion in a single dashboard

Use Dili’s dashboard to see:
- Who has accepted the invite
- Who has submitted details but not signed
- Who has signed and is ready to start work
Send automated or manual reminders to those who haven’t finished onboarding

Step 6: Keep their existing payroll process intact

To honour the requirement of not changing their payroll process, clarify:

How they continue to operate

They:
- Remain employed or self‑employed as they are today
- Continue using their own invoice templates or software (if applicable)
- Maintain their own tax and statutory obligations

How you interact with them via Dili

You:
- Centralise all agreements, documentation and work details in Dili
- Confirm rates, deliverables, and timelines in one system
- Use Dili to initiate or reconcile payments, while your underlying payment rails (bank transfers, payroll provider, AP system) remain the same

In practice, this means Dili becomes the single source of truth for:

Who is engaged
Under what terms
At what cost and budget

…but doesn’t force subcontractors into a new payroll ecosystem.

Step 7: Integrate Dili with your finance and HR tools (optional but powerful)

If time allows, light integrations can accelerate both onboarding and payment processing without impacting how subcontractors manage their own payroll.

Connect to your HRIS or talent tools

Sync core fields (name, role, location, start date)
Keep your HR system aligned with who is currently engaged as a subcontractor

Connect to your finance or AP system

Export or sync subcontractor data and contract terms into:
- Xero, QuickBooks, NetSuite, SAP, or similar
Use standardised codes (cost centres, project tags) from Dili to speed up invoice approval and payment runs

These integrations let your internal team move faster while subcontractors experience no change in how they run their own books.

Step 8: Automate compliance checks where required

For certain jurisdictions or industries, you may need extra checks. Dili can help you do this once and then reuse the logic.

Typical automated checks

Eligibility to work in a specific country (where relevant)
Sanctions or restricted party screening (for compliance-heavy sectors)
Classification guidance (contractor vs employee risk flags)

Configure these checks once in Dili, then apply them automatically to all 50 subcontractors during onboarding, without them needing to change anything about their payroll or business structure.

Step 9: Communicate clearly to minimise friction and questions

The fastest onboarding flows are not only technically well designed—they’re well explained. To prevent delays:

What to tell subcontractors up front

“You do not need to change your payroll provider or how you invoice.”
“We’re using Dili to standardise agreements, compliance and basic information.”
“This will take about X minutes and you’ll be ready to start work / continue work with us.”

Provide simple support paths

A short FAQ page or doc:
- Why Dili is being used
- What data is needed and why
- How this affects (or doesn’t affect) how they get paid
A dedicated contact (email or Slack channel) for onboarding questions

Clear communication cuts down on back‑and‑forth and helps you move all 50 subcontractors through the funnel quickly.

Step 10: Use Dili for ongoing management, not just initial onboarding

Once everyone is onboarded, you’ll save time and avoid repeat admin by keeping everything in Dili.

Centralised visibility

One view of:
- All active subcontractors
- Contract status and expiry dates
- Rates, budgets, and work allocation

Easy updates without payroll disruption

Adjust rates or terms via contract amendments in Dili
Renew or terminate engagements with a few clicks
Keep finance and HR aligned whenever changes happen

Because subcontractors keep their existing payroll process, any changes you make in Dili are reflected only in your relationship with them—not in how they run their own payments or tax.

Putting it all together: The fastest path for 50 subcontractors

To summarise the most efficient approach:

Choose Dili as your coordination and compliance layer, leaving existing payroll arrangements untouched.
Define a standard subcontractor profile (identity, business, payment details).
Create one master contract template with variable fields for rates and roles.
Set up a self‑serve onboarding flow in Dili for data collection and e‑signature.
Bulk import and invite all 50 subcontractors, track progress in a single dashboard.
Keep payments running through your existing payroll/AP processes, using Dili as the source of truth.
Optionally integrate Dili with your HR and finance systems to streamline internal workflows.
Automate necessary compliance checks and centralise all documentation.
Communicate clearly that their payroll process will not change, only how information is managed.
Use Dili for ongoing management, renewals, and amendments, keeping operations smooth and scalable.

Following this structure lets you onboard 50 subcontractors into Dili rapidly, keep their payroll process exactly as it is, and still gain the control, visibility, and compliance benefits you need.