What is the invoicing process at Remote?

Article author
Nneka
  • Updated

At Remote, we are continually evaluating our processes to create the best possible experience and outcome for customers and employees. To do this, we have refined our invoicing process to ensure:

  • Accuracy: Payroll numbers that reflect payslips
  • Predictability: Receiving your invoice on the same day every month
  • Flexibility: Having 7 days to pay your invoice

To achieve this, customers will receive two invoices:

Payroll pre-funding invoice

This is the first invoice sent on the 10th of every month. This invoice will be created using a dynamic new calculator Remote has built to more accurately predict payroll costs for your employees in the countries where we operate globally. If the 10th of the month falls on a weekend or holiday, we will send it on the next business day.

Reconciliation invoice

The reconciliation invoice is the second invoice we send after the end of the month, normally between the 1st and 5th. While we do all we can to ensure the payroll pre-funding invoice amount is as close as possible to what the actual charges will be, there are several common factors that can cause discrepancies:

  • employees onboarding or off-boarding during the month
  • changes in local regulations
  • benefits changes
  • variability in leave/working hours for each employee

Many of these factors can't be known until the exact time payroll. The reconciliation invoice compares payroll and fees actually incurred during the month to the amount reflected and paid on the payroll pre-funding invoice. The difference will be charged or credited to your account. If charged, payment on this invoice is due within 7 days.

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  • Example: Charge

    Remote customer Braamble receives a payroll pre-funding invoice #1 on March 10th. The invoice includes the company’s estimated payroll and EOR fees for March, for a total of $38,480. Braamble has until March 17th to pay the invoice.

    In the first week of April, Braamble receives invoice #2, the reconciliation invoice for the month of March. It includes additional charges because Braamble recently added more employees, resulting in total payroll and fees of $40,543. The difference ($40,543 - $38,480 = $2,063) is charged on this invoice and is due 7 days after the invoice is received.

  • Example: Credit

    Remote customer NovoLing receives invoice #1 on March 10th. The invoice includes the company’s estimated payroll and EOR fees for March, for a total of $54,290. NovoLing has until March 17th to pay the invoice.

    In the first week of April, NovoLing receives invoice #2 for the month of March. The company recently off-boarded some employees, resulting in less-than-expected payroll and fees of $48,112. The difference ($54,290 - $48,112 = $6,178) will be applied as a credit to NovoLing’s April invoice #1.

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