How it works

A calm client workflow from first brief to final payment.

ToptalExpert helps teams move through freelance work in a clean sequence: set up the project, hire the right person, review live progress, and handle billing with full visibility.

Start tracking See all features
Project setup Invite and hire Approve and pay
Step-by-stepEach phase is visible before you move to the next.
Review firstTracked work stays close to the approval flow.
Control laterContracts stay adjustable even after work starts.
Professional working from a calm home office with a laptop and project notes on the desk.
Two professionals reviewing a laptop and written notes together at a clean table.
Workflow map
Four phases
4 steps

Brief, hire, review, approve.

Project briefReady
Invite flowLive
Billing reviewNext
The workflow in four clean steps

Everything is sequenced to keep clients in control.

Instead of bouncing between tools, the product keeps each stage close to the next one.

01

Set up your company and project

Add business details, connect billing, and define the project with the scope, rate, and timeline you need.

02

Find or invite freelancers

Post publicly, browse talent directly, or invite the freelancer you already want on the work.

03

Review progress while work is live

Stay close to tracked hours, reports, and screenshots before approvals need to happen.

04

Approve billing and manage the contract

Handle invoices, manual pay actions, bonuses, holds, or final contract closure from the same workspace.

Two professionals collaborating over a laptop and notes in a bright workspace.
What clients keep visible

Confidence comes from staying close to the work.

The workflow is intentionally transparent. Clients can see what was tracked, how billing is formed, and which contract actions are available before making a decision.

  • Project reports without opening every contract separately
  • Billing settings tied directly to the live engagement
  • Contract controls that work for pauses, restarts, and endings
  • Help content that mirrors the real workflow outside the app
Browse help articles Open the app
Client checklist

Before the work starts

  • Define scope, budget, and timing clearly
  • Set the rate and weekly limit for the offer
  • Confirm the billing method before sending the contract
  • Choose whether the contract will allow manual time
While the work is active

During live delivery

  • Review tracked hours before approving them
  • Use reports to spot changes in effort or scope
  • Pause the engagement if work needs to stop temporarily
  • Close the contract once everything has been reviewed
Ready for the next page?

See the feature set in more detail or move straight into the product.

The workflow is simple on purpose. The feature set gives you the depth behind it.

Feature overview Start tracking