This article explains how to configure admin roles, legal entities, and payment preferences for your organization on Malt.
- 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 you configure your preferred payment method. By default, your legal entity is set up to manually prepay projects by credit card or bank transfer. With prepayment, your teams can only engage freelancers for task-based projects, where the total project amount is set when the quote is approved and paid on Malt in advance (funds are held on the project until it is complete).
The "Pay later" option allows time-based projects, where payment is based on activity reports submitted by the freelancer at the end of each month. The freelancer is then paid through one of our financial partners and your organization benefits from a 30-day payment term for the invoice. To activate the "Pay later" option, we automatically run financing eligibility tests with one of our partners based on the legal information we have collected about your company.
Once one of our partners has accepted your financing eligibility, you can choose to activate the "Pay later" option or stay on "Prepayment".
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.