This article explains how to configure admin roles, legal entities, and payment preferences for your organization on Malt.
In summary:
- Assign admin roles suited to each member of your organization.
- Manage your legal entities, billing contacts, and payment preferences.
- Associate teams with each legal entity from the Organization hub.
Admin roles
To ensure each user has the appropriate level of authorization within your organization on Malt, we offer different Admin roles that you can configure from your Members page. The "System Administrator" role is a specific role reserved for the highest-level user in your organization, who manages legal entities, payment preferences, affiliated teams, and admin rights management.
The Organization Administrator cannot manage any of the above information, but has an organization-wide view of the freelancer pool (My freelancers tab), past and current projects, invoices, and reporting (a Team Administrator has the same rights but limited to their team).
For Enterprise accounts, please contact your account manager to learn more and obtain the "Organization Administrator" role.
Discover Malt roles in this demo
Legal entities
In the sidebar, under the "Organization" 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. In the overview, select the legal entity you want to edit.
Legal entities are officially registered and government-recognized companies, identified by their name, registration number (for example, the SIREN number in France), VAT number, and registered office address. At Malt, legal entities are modeled at the organization level, with a default legal entity assigned to each company.
Legal information
In the "Details" tab, you will first see a section called "Legal information". Simply enter your company's legal name or SIRET/SIREN number so we can automatically find the other information for that legal entity. This is the information that will appear on the invoice. If your specific entity is not in the public database, you can still fill in the fields manually.
Billing contact
Below "Legal information", you will find a section called "Billing contact". By completing this information, you tell us where to send invoices for projects carried out under this legal entity. You can either forward invoices to an accounting manager or configure a billing platform.
The email address for payment reminders must be different from the one you provided for sending invoices, especially if you have set up a billing platform address.
Preferences
Next to the "Information" tab, you will find "Preferences". This is where is configured your preferred payment method and contract number/internal ID.
What payment options are available for projects?
We offer two flexible payment methods to manage your projects:
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Prepayment (by default):
Task-based projects: Full payment is required before the project starts.
Time-based projects: Payment for the upcoming month is required prior to the start of each month.
Pay Later: Allows your legal entity to defer payment according to the agreed terms on the invoice, giving you up to 30 days to pay. The freelancer is paid immediately through one of our financial partners.
How do I activate the "Pay Later" option?
To enable "Pay Later," we must complete a quick financing eligibility check with our financial partner. This evaluation uses the legal company information provided during setup.
Can I add an internal ID or contract number to invoices?
Yes. We have a dedicated field for internal IDs or contract numbers to ensure they appear on all legal entity invoices.
Currently, our internal teams manages these preferences for you, please reach out to our support team directly with your request.
Affiliated teams
In the last tab, you will see "Affiliated teams". This page shows the teams associated with each legal entity within your organization, the Malt account manager for each team, and the number of members in each team.
NOTE: Currently, a legal entity can only be associated with one team. We are developing the ability for Advanced and Enterprise plan clients to have multiple teams associated with multiple legal entities.