Payment Process

The following article outlines the payment process in the Smartcat platform. The process will vary depending on if the translation work is done in Smartcat or using a different CAT tool. But it is possible to pay freelancers in both cases using the automated process.

The Payment Menu

mceclip0.png

Payment options are accessed through the Payments item in the Smartcat main menu. From there, the user will have access to several tabs to complete the process.

Jobs

The first tab is Jobs. Once a task assigned to a freelancer has been completed in Smartcat, the corresponding job will be created on this page. Tasks assigned to LSP vendors are not yet added to this list automatically, see below for information on how to add jobs. The information displayed will match the project data — name of freelancer, project name and a cost calculated by the system using the freelancer rates and discount mechanisms for different types of matches. In addition, this page will also display an invoice number if the job is in the process of being paid or has been paid already. And the payment status.

mceclip2.png

If a task was completed outside Smartcat or performed in Smartcat by a vendor associated with the account, it is possible to create a job manually using the Add Supplier Job option (outlined in red above). This will bring up the following dialog box:

mceclip3.png

Choose a supplier from the drop-down list (it will be pre-populated with My Team and My Vendors members) and add the information that you want to appear in the Job page. Most fields are free-form so you can add custom information. The cost is calculated automatically based on the unit count and the rate. Click on Create once the information is correct and the task is added to the Jobs list. For example:

mceclip4.png

mceclip5.png

Clicking on the three dots at the right of the job listing opens a menu item to check the job details:

mceclip9.png

On your payment schedule (weekly, monthly, etc.), you then simply need to select the jobs that you want to pay. You can select individual tasks or use the Select all option. Once the selection is complete, the Create Invoice and Pay button will become active:

mceclip6.png

Note: An explanation of Pay from Balance is given in the Balance section below.

The following dialog box will appear when dealing with mixed currencies. You are then asked to choose in what currency you want pay the invoice. We offer the choice of over 10 major currencies. The freelancers will receive money in their own currencies. You can also choose to pay in the freelancer currency:

mceclip7.png

An invoice can contain as many tasks as you want— from one to hundreds! The invoice will contain payment instruction to Smartcat. Once your payment has been received, we will distribute the money to the freelancers. The invoice will then be added automatically to the Invoice tab (see the Invoice section below)

Import

If most of your tasks are not completed using Smartcat or if you store your payment information in a TMS, we also offer the option to create Job by importing an Excel spreadsheet containing fields that we need to process the payments. The Import tab has all the information:

We provide a template to indicate the fields needed — you can download it, fill in the information and upload it back to us, and we will add the individual jobs to your account. You can then create an invoice as shown in the previous pages. You can also upload files exported from a TMS as long as they contain the information we need.

Invoices

Once you have created an invoice, it will appear in the Invoices tab along with other invoices waiting payments or already paid:

You can click on an invoice to see details about the jobs being paid:

mceclip8.png

At this point, you have the option to pay any open invoice. If you choose the Pay Via Invoice option, you will be able to download a PDF file with the details of the invoice and payment information. If you choose the Pay by Card option, you will be able to enter credit card information to settle the invoice. Please note that a processing fee is added when using your credit card. Once an invoice has been paid, its status changes from Created to Paid. You can download the invoices at any time after payment has been made.

Payment Settings

On this tab, you can enter information about your company so that freelancers considering one of your jobs can learn more about you. This is also where you can specify your payment terms to indicate to the freelancers when they can expect to receive payments. And you can specify how dispute are resolved as well.

The payment time field is customizable by using the Edit option (circled in red above) that appears when you hover your mouse cursor over the area.

On this page you can also specify the discount mechanism that you want to use to pay your translators for different types of matches. You can customize a discount scheme for every task type. This will be used by Smartcat to calculate the project cost and the translator invoices.

In the example above, translators are not paid for 100% and 101-102% matches as well as repetitions. And editors are paid 100% of their rates for all the matches.

Important — Please review the Net Rates set in your account to make sure that they match your pricing policy. The default set in Smartcat might be very different from what you are currently using.

Payment Details

In this tab, you should enter legal information about your company. This will be used for Smartcat's accounting. You also have the option to specify a different legal entity to process your payouts (when you pay vendors) and a different entity to receive payments and make withdrawals from your balance (see below). 

mceclip11.png

Balance

mceclip12.png

Your Smartcat balance is where payments that you receive from your customers will be tracked. These payments could come from different origins:

As the results of acting as a vendor for another Smartcat user — If the other user makes a payment using Smartcat's payment automation system, the amount will automatically be added to your balance.

Requesting a payment from your customers — Smartcat now allows you to request payments from your customers and make use of our payment network. This could be convenient for customers located outside your country as they might find a cheaper payment method with Smartcat and even avoid currency exchange fees as well (you can have a balance in different currencies). By clicking in the Request Payment option, you can bring up the following dialog box:

mceclip13.png

There you can enter all the details about the job that you have just completed and some information about your customer, and they will receive an email with instructions on how to make payments. Once payment has been received, the amount will be added to your balance.

For payments on jobs received on the customer portal — If you have setup a Smartcat customer portal, jobs completed there will be paid using the Smartcat payment automation system. Your customers will have two convenient payment options - wire transfers and credit cards. No more need to produce invoices manually.

By using the Top Up Balance option — You can provision your Smartcat balance yourself by using the Top Up Balance button. This will bring up the following dialog box:

mceclip14.png

There you can choose an amount and the currency you want to add to your balance. This money can be used to pay your freelancers for upcoming jobs.

Note: At this time, topping up your balance using this option is only possible using PayPal or a credit card. If you want to send a wire instead, contact our support team.

The money that is in your balance can be accessed for different purposes:

You can simply withdraw the available balance by clicking on the Withdraw from Balance option. You will be presented with the following dialog:

mceclip15.png

Simply choose the amount and the currency and click Withdraw from Balance. The money will be deposited in the account you specified using your preferred payout method. 

Note: Money that you have added yourself using the Top Up Balance option is not available for withdrawal using this method.

You can also use this money to pay for vendors listed in the Jobs tabs. Instead of creating an invoice after you have selected the jobs to be paid, simply choose the Pay from Balance option. An invoice will still be created for your records, but it will be marked as paid. Since you can carry a balance in different currencies, this option can be very useful to limit foreign exchange fees and also limit your transactions costs.