Talk Track: Employer of Record (EOR) Invoicing Process [English]

Pillars: Effortless, Customer & Talent Experience, Transparency

Our EOR invoicing is designed to keep everything clear and easy to manage. There are three invoice types. A one time deposit invoice, issued only if applicable, which ensures salary continuity from day one. A monthly Payroll Funding Invoice that provides an estimate of the upcoming payroll so we can fund salaries on time. Then the Settlement Invoice at the end of the month, which reflects the actual payroll costs and reconciles any difference with the estimate. If the actuals are lower you receive a credit note, and if higher there is a small adjustment. This cycle repeats each month, giving you full visibility and confidence in your employment costs.

Pillars: Effortless, Customer & Talent Experience, Transparency

Let me walk you through how our Employer of Record invoicing works, because our goal is to make the process transparent, predictable and easy for you to manage.

There are three key invoice types.

Deposit Invoice

The first is the deposit invoice. It is a one off, fully refundable amount that is calculated based on the Total Cost of Employment and the legal notice period in the country. It is issued shortly after the contract is signed and must be paid before the talent starts. The purpose is simple. It ensures salary continuity and protects both you and your employee in case an unforeseen delay occurs. It is only used for that purpose and remains entirely yours.

Payroll Funding Invoice (PFI)

Each month you will then receive a Payroll Funding Invoice. This provides an estimate of the upcoming month’s employment costs. It includes items such as the estimated Total Cost of Employment, approved bonuses or expenses, severance accrual where applicable and your service fee. Monthly funding is essential for us to run payroll on time and maintain a smooth experience for your talent. All invoices follow a ten day payment term to ensure predictability and stability.

Settlement Invoice (SI)

At the end of the month, you receive the Settlement Invoice. This shows the actual payroll costs and compares them with the estimate you funded earlier. If the actual cost was slightly lower than the estimate, you receive a credit note. If it was slightly higher, the difference is billed. This monthly rhythm repeats and gives you complete visibility, full accuracy and a consistent structure for managing cross border employment costs.

Example

Imagine your talent earns a monthly gross salary of 5,000 euros. Based on employer contributions and statutory costs, the estimated Total Cost of Employment is 6,000 euros. You have approved a one time bonus of 1,000 euros for the upcoming month. When we prepare the Payroll Funding Invoice, it will include the 6,000 euro estimate, the 1,000 euro bonus, the severance accrual amount and your monthly service fee. Let us say the total estimate for that month comes to 7,824 euros.

Once the actual payroll is run, the Total Cost of Employment might be slightly higher due to updated employer contributions, for instance 6,200 euros. When we calculate the final month, your actual total cost comes to 8,024 euros. Since you funded 7,824 euros earlier, there is a difference of 200 euros. That amount appears on your Settlement Invoice.

This cycle repeats every month, keeping payroll funded, reconciling actuals accurately and giving you complete clarity over how your costs are managed.

Our intention throughout is to deliver a process that is effortless for you, fully transparent and consistently supportive of both your experience and your talent’s experience.