Billing for Your Offshore Team
Covela provides offshore staffing through a monthly subscription. Your proposal confirms the price, inclusions and commercial terms for the role. Agree the billing details before the engagement starts so your finance team knows what to expect.
What should you confirm before starting?
Review the proposal with the person who approves invoices in your business. Confirm the billing currency and schedule, payment terms and the contact for billing questions. The website’s instant estimate is shown in AUD; the proposal confirms the agreed arrangement.
- The subscription price and included recruitment and people support
- Any one-off device purchase and the business software your team will provide
- The 160–180-hour monthly range, credits below 160 hours and approval for additional hours
- The engagement period, renewal and notice requirements
Billing Currency
We can invoice you in Australian dollars (AUD), US dollars (USD) or New Zealand dollars (NZD). The website’s instant price estimates are shown in AUD; confirm your invoice currency in the proposal.
Exchange Rates
Exchange-rate movements do not change your agreed bill. We take on the foreign-exchange risk. Other agreed changes, such as a pay rise or a change in the role, follow their own pricing arrangements.
When Fees Begin
Your staffing fees start on the team member’s first day.
Payment Timing
Payment in advance is our default. After we have worked together for more than 12 months, payment in arrears may be arranged.
Deposits
We do not require a deposit under our standard advance-payment arrangement.
Your First Invoice
Billing runs on the first of each month. If your team member starts partway through a month, the first invoice covers the period from their start date to the end of that month.
Taxes
Applicable taxes are charged in addition to our rates. For example, Australian GST is added where required.
Monthly Hours and Credits
The same monthly fee applies when a full-time team member works between 160 and 180 hours. Below 160 hours, the adjusted charge is your monthly fee multiplied by actual hours worked, divided by 160. You receive a credit for the difference. Work above 180 hours needs your approval before it takes place.
Credit Calculation
For a full-time month below 160 hours, your credit is the normal monthly fee minus the adjusted charge. For example, 140 hours means a charge of 140 ÷ 160, or 87.5% of the monthly fee, and a credit of 12.5%. This example illustrates the calculation rather than a quoted price.
Leave and Billing
Leave affects billing through the total hours worked that month. Under the full-time arrangement, a credit applies below 160 hours. A day of leave creates no separate deduction when the monthly total remains between 160 and 180 hours.
Fee Inclusions
The monthly fee covers the agreed staffing service, including recruitment, payroll, HR and ongoing people support. A device we purchase on your behalf can be a separate one-off charge and belongs to your business. You provide business software; we supply our required device and security tools. Applicable taxes are additional. A further recruitment charge may apply if an undisclosed start-date delay causes you to lose the candidate. Your proposal confirms any additional arrangements and costs.
Pay Rises
An approved pay rise increases your subscription by the same percentage. For example, a 5% increase in the team member’s pay means a 5% subscription increase. We can arrange a pay rise you request during the contract term.
Pricing Changes
We generally consider changes to the fee or payment schedule at renewal, after the initial term has elapsed. A pay rise you request for your team member is an exception we can arrange during the term.
Term and Notice
You can start month to month or choose an initial minimum term, such as three, six, nine or twelve months. Longer commitments generally receive lower rates. Once the initial term has elapsed, 30 days’ notice applies; otherwise the arrangement continues month to month. Your proposal records the term and notice arrangements.
Your Questions
Can invoices be split across entities, departments or cost centres?
We can split invoices across entities, departments or cost centres when each team member is allocated wholly to one. We cannot split one person’s charge across several allocations.
Can we use purchase orders?
You can use purchase orders as part of your usual supplier payment process. Arrange the billing details with us before the engagement starts.
What if we dispute part of an invoice?
Raise invoice disputes promptly so we can address them, generally within two business days. A dispute should not be used to delay payment. Send us the invoice reference and the item you want reviewed.
What happens if our payment is late?
We reserve the right to suspend services if payment is late. Contact us promptly if there is a payment issue.
Can we see an itemised record of additional charges?
Additional charges appear as separate line items on your invoice.
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