This article explains how to link your Malt invoices to your usual accounting using the internal reference and billing mandate.
- Add an internal reference on each invoice to find it in your accounting software.
- Malt issues your invoices as billing agent on behalf of your company.
- Malt numbering follows the format: freelancer ID – year – invoice number.
How do I use the internal reference?
Screenshot: internal reference field at the top left of the Malt invoice
When you complete a project, an internal reference appears at the top left of the invoice. You can enter the reference number used in your accounting system. Your accountant can then easily identify and manage invoices issued by Malt without confusion.
Time-based projects
You can also add an internal reference to a time-based project, on the same principle.
Important: only one reference is possible per project. You cannot set a different reference for each monthly invoice.
What is the Malt billing mandate?
Malt is the third party holding a billing mandate. The platform lets you generate invoices in your name and on behalf of your company, with a standardised Malt header.
By accepting the Malt marketplace Terms of Use, all registered freelancers accept that Malt becomes their billing agent. Invoices must therefore be paid directly to Malt.
Invoices issued to the client include wording such as Invoice issued by [Company name] on behalf of [Freelancer name/business name] (or equivalent). The Malt system generates these invoices for you and your entity.
How is invoice numbering structured?
Your Malt invoices follow a continuous chronological sequence, unique to each freelancer. References are structured as follows:
UNIQUE FREELANCER ID – YEAR – INVOICE NUMBER
- Unique freelancer ID: country code + 6 base-36 characters
- Year: 2 digits
- Invoice number for that year: 3 digits
Example: No. FR0000UV-18003 is the 3rd invoice issued on behalf of freelancer 00000UV for the year 2018.