Administrative roles
To make sure every user has the right level of permission within your organisation on Malt, we have different administrative roles that you can set up from your Team page. The ‘System Admin’ is a specific role reserved for the highest level user within your organisation that manages legal entities, payment preferences and affiliated teams, along with the management of the organization roles.
The ‘Organisation Admin’ is not able to manage any of the above information, but has an organisation wide overview of freelancer pools, past and current projects, invoices and analytics (a Team admin has the same rights limited to their team).
For Enterprise accounts, please contact your Sales Manager to be onboarded and get the “Organization admin” role.
— Take a tour of the Malt roles in this demo
Legal entities
In the sidebar, under the ‘Organisation’ section you will find a ‘Legal Entities’ tab. This takes you to a dedicated hub where you can manage your legal entities, payment preferences and teams affiliated with a legal entity. From the overview, select a legal entity you want to edit.
Legal entities are defined as the officially registered business recognized by the government, identified by its name, registration number (e.g., SIREN in France), VAT number, and headquarters (HQ) address. At Malt, Legal Entities will be modeled at the organization level, with one default Legal Entity assigned to each company.
Legal information
On the details tab you will first see a ‘Legal information’ section. Simply by typing either your legal business name or registration number, we are able to automatically match the remaining information for that legal entity. This is the information that will appear on the invoice. In case your specific entity is not present in the official database, you can still complete the fields manually.
Billing contact
Below ‘Legal information’ there is a ‘Billing contact’ section. By filling out this information you tell us where the invoices for the projects performed under that legal entity are sent. You can either forward the invoices to a specific email address, or set up a billing platform.
The email for payment reminders needs to be different from the one you filled in for invoice sending, especially if you’ve set up a billing platform.
Preferences
Next to the ‘Details’ tab you’ll find ‘Preferences’. On here you set up your preferred payment method. By default your legal entity is set-up to prepay projects manually by Credit Card, Debit Card or wire transfer. With prepayment set-up, your teams can only engage freelancers in task-based projects, where the entire project sum is fixed at quote approval and paid to Malt in advance (funds are locked on the project until the project is done).
The ‘Pay Later’ option enables time-based projects, where payment is based on timesheets that are submitted by the freelancer at the end of every month. The freelancer is then paid through one of our Financing partners and your organization benefits from a 30 day payment term for the invoice. In order to enable Pay Later, we automatically run eligibility tests for financing with one of our partners from the legal information we collected on your company.
Once one of our partners accepts your financing eligibility, you can decide to switch on ‘Pay later’ or stay on “Prepayment’.
Affiliated teams
On the last tab you will see ‘Affiliated teams’. This page displays which teams are associated with which legal entity within your organisation, who is the Sales Manager for each team and how many members they have.
NOTE: Currently, a legal entity can only be associated with a single team. We are developing the ability for clients on the Advanced and Enterprise plans to have multiple teams and legal entities at this moment.