This topic is a linked part of a larger work: “Edgeryders OÜ Company Manual”
- 2.1. Setup: Get a Dynalist account
- 2.2. Setup: Get a FreeAgent account
- 2.3. Setup: Add your payment info
- 2.4. Write your invoice
- 2.5. Submit your invoice for payment
Process overview. Edgeryders’ decentralized accounting happens on edgeryders.freeagent.com. Every regular collaborator has an account there, using it to request all their payments from Edgeryders. This refers to both payments for invoices (when you invoice for your services on a contractual basis) and payments for the reimbursements of expenses (treated here).
No urgent payment requests, please. Make your payment requests early, because we don’t want to hurry our process for “emergencies”. (We will do so to avoid formidable catastrophes, but we will be annoyed ) Your regular payment request needs up to a few days to be authorized by your project manager, until the Monday after for the payment to be made, and the usual time for bank transfers for the payment to arrive. (One bank working day to EU / SEPA countries, more to others.)
The process documented below is our suggestion for the default process. Project managers are largely free to organize their projects as they want, so they can choose a different process, esp. with good reasons. The only constant element is that bills have to end up in FreeAgent together with the “AUTHORIZED” note by the project manager (see below), because that is the interface to the Edgeryders payment manager.
Complain early about bad process. Whether it’s the default process documented below or a different one chosen by your project manager – if it works badly, it is your duty to complain early so that adaptations can be made before a project becomes an unenjoyable mess. Remember, it’s never the person, it’s always the process that is at fault.
2. Steps for regular collaborators
Follow the steps in all sub-sections, in the order they appear. The first three sub-sections are only relevant for the setup, during the first time you submit a bill.
2.1. Setup: Get a Dynalist account
Follow our Dynalist Manual, section “2. Getting started with Dynalist”. This will give you access to the “Edgeryders Tasks” dynalist, which you will need in the process below.
2.2. Setup: Get a FreeAgent account
Ask an Edgeryders director (preferably @matthias, @alberto, @noemi, otherwise also @johncoate or @nadia) to create a FreeAgent account for you. Just message them here on the platform and include your full name, e-mail address and if you need to send reimbursement requests or also invoices. Once your account has been created, you will receive an automated notification e-mail with an activation link to set your account password.
(Note to directors: Only Edgeryders directors can create FreeAgent accounts as creating FreeAgent accounts requires permission level 7 “Tax, Accounting & Users”. To create the account, go to “user menu → Settings → Users”. Set the new account to permission level 2 “My Money” for reimbursements only or 5 “Invoices, Estimates & Files” for reimbursements and invoices.)
2.3. Setup: Add your payment info
Bank account information
account currency: EUR
BIC / SWIFT:
The currency of the bank account should be included so we can decide on the payment method that offers the lowest fees. For non-EU bank accounts, replace the IBAN line with your account number and sort code, or whatever your national bank account scheme uses.
2.4. Write your invoice
Invoice template. You can copy or download our invoice template and fill in your information, or put the same information into your own template. The EU provides a good overview of all regulations that apply to information on invoices.
No cross-project invoices. In one invoice, only invoice for services provided for one Edgeryders project. Otherwise we can’t properly add it to our accounting software.
VAT amount. In almost all cases, the correct way is to put zero VAT on your invoice. The VAT rate to include depends on what type of supplier you are, and your country of residence. The major cases are:
Add no VAT if you are invoicing for services from a member state of the European Union except Estonia (where Edgeryders OÜ is registered).
Add no VAT if you are invoicing for services from outside the European Union. Relevant so-called “authoritative” information has been found here:
If you receive services for business purposes from a supplier based outside the EU, you should usually pay VAT at the applicable rate in your country, as if you had supplied the service yourself (using the reverse charge procedure).
You can usually deduct this amount later on when you make your VAT declaration.
It does not matter if the services are “digital services” or not, that distinction is only relevant for B2C sales.
Add no VAT if you are invoicing for physical goods from a member state of the European Union except Estonia. To be able to write us an invoice without VAT for such a case, you need to know and include our VAT ID:
Add 20% Estonian VAT if you are a company registered in Estonia and your company is not exempt from VAT.
Add your country’s VAT if you are invoicing for physical goods from outside the European Union and we purchased these goods in person in your country. Otherwise, it would be import / export and usually no local VAT is applied in that case but we’d have to EU import VAT at the point of customs.
Reverse charge info. If you are invoicing Edgeryders from outside Estonia for services, Edgeryders OÜ is liable for the VAT payment due to the reverse charge procedure. According to EU rules, you must include the following additional information on your invoice:
- The VAT ID of Edgeryders:
- The words “reverse charge”, if you like embedded in a sentence of your choice.
Due to reverse charge, in these cases the VAT amount does not depend on the VAT status of your business: you zero-rate VAT on the invoice and Edgeryders will pay (and get back) Estonian VAT for your invoice.
2.5. Submit your invoice for payment
For that, you have to add your invoice in FreeAgent (there called “bill”) and create a Dynalist task for its authorization:
Fill into “Supplier Contact” your name, selected from the dropdown.
Fill into “Reference” a short description of the services you performed, for example: “community management”. Usually, do not include the project name, as it will be included in its own field already.
Fill in the “Bill Date”. Usually you leave it as it is, the default being the present day. However, if you created your invoice in the past, fill in that day of course.
Fill in the “Due Date”. Set it to the current date (where you upload the invoice to FreeAgent) to indicate that your invoice is due immediately. Otherwise, if you leave it at the default “invoice date plus one month”: that’s nice of you as it means you are ok with us paying you a month later
Fill into “Total Value” the invoice amount in Euros. If your invoice is in a different currency, convert the total to Euros. For that, use the X-Rates Historic Lookup tool with the date of your invoice. Keep the link of your conversion, you need it later. (Other suitable but less great tools: XE Historical Currency Rates and ECB Currency Converter.)
Fill in the contained Estonian VAT amount that is contained in your invoice. The field will default to 0% VAT and 0% is almost always the right value. Because this field is only for Estonian VAT, not for example for Nepali VAT in case Edgeryders purchased a physical product from you inside Nepal.
Select in “Category” the entry “Cost of Sales → Subcontractor costs”. ( This is important since it has affects if Edgeryders can deduct the expense from its taxable profits.)
Fill into “Comments” relevant additional information about the bill, if any.
If your original currency is not Euro, include the link to the conversion you did. It has to include the date, and if possible the amount (example).
If for some reason you want your invoice to be paid later, make this very visible by putting something like “NOT TO BE PAID IN 2018” at the beginning of the comment (and also adapt the “Due Date” field accordingly).
Select in “Link to Project” the entry for the project you are working on.
Leave the default “This Bill recurs” value which is “Does not recur”.
Upload in “Attachment” the file of your invoice in PDF file format.
If your invoice is about a Horizon 2020 project, note that it has to include a timesheet, according to this process (in there, section “2.2. Creating an invoice for your worktime”).
Click on “Create and Finish”.
Create a Dynalist task for authorization. Visit the “Core: Administration → Current: Payment Tasks” node in Dynalist and add a task there according to this example:
!(2018-12-01) Approve https://edgeryders.freeagent.com/bills/123456 . #matthias
The task has to contain, in this order:
- A deadline. Usually the next Sunday, because Monday is our payment day. Enter the deadline by pressing ! and choosing it from the popup.
- A task text with link to the FreeAgent bill. To find that link in FreeAgent, go to “Bills”, right-click on the reference corresponding to your bill, and choose “Copy link address”.
An assignment to your project manager. This is a
#tagusing the edgeryders.eu username of your project manager, for example
#matthiasto assign to @matthias. Our system makes sure that your project manager is automatically notified of the new task.
3. Steps for occasional collaborators
This is a simplified process for collaborators who will, as far as it can be foreseen, send us at most three bills in total. It does not need them to get a FreeAgent or Dynalist account, and can also be used by all collaborators while they do not have either a FreeAgent or Dynalist account.
Create your invoice as a PDF. See the process steps for regular collaborators (above) for a template and details about VAT to charge.
E-mail the invoice to your project manager. Your project manager will care to enter it into the Edgeryders accounting system and authorize it, and the Edgeryders payment manager will then pay it.
4. Steps for Edgeryders OÜ
(If you only wanted to submit your bill to Edgeryders for payment, you can stop reading here. The following is only for staff of Edgeryers OÜ.)
The project manager is the person managing the Edgeryders project to which a bill refers. The payment manager is the Edgeryders management board member executing the payments from the bank account.
Project manager: Make sure you are registered on Dynalist Companion. Otherwise, you will not get the automatic notifications about new payment authorization tasks for you. See our Dynalist Manual in section “4. Get notifications about new tasks” for instructions.
Project manager: Register the bill in FreeAgent (if needed). This is only necessary for bills submitted via e-mail by occasional collaborators, our accountants etc… Everyone else registers it as a bill in FreeAgent themselves. Use the “steps for regular contributors” in analogy to register the bill in FreeAgent.
Project manager: Check and approve the bill. Check that the invoiced service has been delivered, any forex conversion is correct, and that the bill is correctly recorded and linked to your project in FreeAgent. To approve it, edit the bill record in FreeAgent and add to the beginning of the comment field, with the current date and your firstname:
(APPROVED [yyyy-mm-dd] by [name])
Project manager: Check off the Dynalist task. The one that told you to approve the bill.
Payment manager: Pay all approved bills on the next Monday. But do not just pay blindly: ask the project manager for explanations if there is anything you do not understand.
You can find all open bills around the top of the “Bills” page, and see which ones are approved right on that page, without having to visit each bill. Tip: Ctrl+F and search for “approved” to highlight all approved invoices.