This article explains how to set up umbrella company freelancing on Malt, whether you are an umbrella company or an employed freelancer.
- The umbrella company centralizes legal documents and receives Malt payments.
- The freelancer selects or invites their umbrella company from their settings.
- Funds are paid to the umbrella company's IBAN, which pays out net salary.
Umbrella companies allow freelancers to enjoy the social security benefits of an employee while maintaining their independence. Here is how to manage this setup on the Malt platform, whether you are the umbrella company or the consultant.
I. Guide for the umbrella company (Administrator)
As an umbrella company, your role is to centralize legal documents and redistribute earnings to your affiliated consultants.
Account Setup & configuration:
- Create a specific "Umbrella Company" account on Malt: https://www.malt.uk/company/umbrella
- Enter your company details (Registration number, address, contact info).
What personal information is required?
Legal Documents & Payment Methods:
Navigate to the "Legal Documents" tab to upload the following:
Which legal documents need to be provided?
These documents cover all of your umbrella employees on the platform and will be included in the legal notice of their invoices.
You will be required to validate the following documents:
Valid ID of the representative.
Official Company Registration dated within the last 3 months.
Articles of Association (latest version).
Beneficial Owner Declaration (UBO), to be completed directly on the legal documents page.
This information is essential to ensure freelancers can start their projects with peace of mind and that you receive the associated funds without any added delay.
NB: If a document expires, your visibility to freelancers will be temporarily suspended for any new affiliations. You should update the document in question as soon as possible to ensure recruitment continuity and avoid any impact on your pending payments.
Bank Account (UBO - holding company exception): Once all your legal documents have been validated, you will need to provide your company's banking details. Payments for the freelancers employed by your umbrella company will be issued to this IBAN.
Managing affiliated freelancers:
You will receive an email notification for every new affiliation request. You can confirm or decline these requests directly from the "My Freelancers" tab in your dashboard.
Tracking Payments (Accounting):
To identify the relevant employee, the history details the freelancer's name and the project title associated with each net amount paid.
- Go to the "Transaction History" page.
Each transfer received corresponds to a completed project.
To identify the relevant employee, the history details the freelancer's name and the project title associated with each net amount paid.
Access to project documents: Invoices and purchase orders are strictly restricted to the contracting parties (the freelancer and the client).
To obtain these, please contact the freelancer directly.
II. Guide for the Freelancer (Umbrella employee)
If you choose the umbrella model, managing your Malt contracts is simplified but requires specific configuration.
Selecting an Umbrella Company:
Existing Companies: When setting up your payment information, search for your umbrella company in the Malt database. Once selected, the link is established automatically.
New Companies: If your company is not listed, you can invite them. Send an invitation link via your dashboard or contact Malt Support to add the entity. The company must then validate its profile and documents.
Payment Flow & Invoicing:The Principle: Legally, the umbrella company is the "service provider" on Malt’s records on behalf of the freelancer.
Funds Transfer: Once the client validates the project, Malt transfers the funds directly to the umbrella company’s IBAN.
Remuneration: The umbrella company receives the gross amount (minus Malt service fees), deducts its management fees and social contributions, and then pays you your net salary.
Important: The freelancer remains solely responsible for commercial negotiations and project delivery. The umbrella company only handles the administrative and financial aspects.