Payment Terms (Freelancers, Group Workers, Agencies, Private Individuals)

Summary

• This article defines Purchase Orders / Work Orders, invoicing eligibility, payment timing, methods, thresholds, and key responsibilities for suppliers working with Moravia IT s.r.o. (trading as RWS).

Key points — General

• Entity: Moravia IT s.r.o., Vlněna 526/1, 602 00 Brno, Czech Republic. VAT: CZ03251853.
• Billing contact / AP email: [e-mail].
• Minimum invoice amount: USD 10 (or equivalent). For bank-transfer payments, invoices typically must accumulate to USD 100 or more to receive payment due to transfer fees.
• VAT check: https://ec.europa.eu/taxation_customs/vies/?locale=en

1. Freelancers, Group Workers, Agencies

• Purchase Order (PO)
  • RWS Project Manager (PM) issues a PO per project specifying work, rate, currency, and frequency (typical: monthly cumulative or per handoff).
  • PO is published via the Business Partner Portal (BPP) when set up for the supplier.
  • Query POs to the RWS PM (preferably within 24 hours).
  • Unless agreed otherwise, a PO is valid for 6 months from publication; unclaimed POs after that may be voided.
• Progress Report (if applicable)
  • Work executed in a month must be included in the Progress Report for that period.
  • The Progress Report Form is sent by the PM or available in BPP.
• Invoicing basics
  • Submit invoice only after tasks in the PO are completed and confirmed by the Receipt (unless otherwise agreed).
  • Suppliers submit a single invoice for all approved work executed during a month.
  • Invoices must be created through the Business Partner Portal (residents of Czech Republic paying VAT should also email electronic invoices).
  • Invoice must include (at minimum): invoice number (unique), parties’ identification and addresses, whether supplier is EU VAT-registered (yes/no), supplier VAT number if applicable, customer VAT Nr: CZ03251853, project number, PO number, total per PO, total invoice amount, supplier bank connection, invoice date (no later than last day of month the work was done), invoice due date (see Payment Periods).
  • Store matching records in your books with the same invoice number and identifiers for audit.
• Payment Periods & cash discount
  • Standard payment: 30 days after receipt for freelancers; 60 days after receipt for group workers and agencies (unless otherwise agreed with Talent Manager).
  • Early payment request: Customer will deduct 2% cash discount from the invoice if paid earlier than agreed Payment Period. For expedited payment contact: [e-mail].
  • Payment date = date when Customer’s bank debits its account.
• Bank fees and transfer commissions
  • For a single invoice payment in a calendar month: Customer pays their local bank fees; Supplier pays their bank charges. Parties commit to discuss cost‑effective payment methods.
  • If invoices are paid more frequently than once a calendar month at Supplier’s request, Supplier will pay additional bank charges for second and further payments.
• Payments inside EU
  • Settled as SEPA (use SWIFT/BIC, IBAN) with shared fees. Payment date = date amount is deducted from Customer’s account.
• Payments outside EU
  • Standard wire transfers. Transfer fees shared for invoices exceeding USD 100. Smaller invoices may be paid accumulatively or via alternative methods (e.g., PayPal). Payment date = date amount is deducted from Customer’s account.
• Alternative / preferred methods and thresholds
  • Preferred method for small monthly amounts: PayPal for monthly invoiced amount below USD 100 (transfer fees shared). For invoices exceeding USD 100, Supplier bears transfer fees.
  • Not all methods available in all countries.
• Payments from USA
  • U.S. resident suppliers are paid by Moravia IT, LLC (Customer’s U.S. affiliate) in USD.
  • Supplier must submit a valid W-9 during onboarding and be eligible to work in the U.S.; failure to do so may lead to termination.
  • U.S. payments may be via PayPal or ACH (direct deposit).
  • Any update to payment method contact: [e-mail].
• Pricing / payment condition changes
  • Pricing/payment condition requests must be discussed with the dedicated Talent Manager. Project Managers are not authorized to agree pricing changes. Any additional terms must be in the PO or Work Specification.

2. Private Individuals (suppliers without a legal corporate entity / no VAT)

• Work Order
  • RWS PM issues a Work Order per project, similar timing/frequencies to POs.
  • Queries to the RWS PM (preferably within 24 hours).
  • Work Orders valid for 6 months unless otherwise agreed.
• Payment
  • Standard payment period: 14 days from Payment Notification.
  • Minimum payments: USD 10 for PayPal; USD 100 for bank transfer / Global ACH.
  • Transfer commission sharing: Customer pays local bank; Supplier pays their bank charges. If payments are done more frequently than once per calendar month at Supplier’s request, Supplier pays additional bank charges.
  • Tipalti: Private Individuals will be invited to register on Tipalti (global payment platform) and will manage bank/payment details there.
  • Not all payment methods available in all countries. Wire transfers are not recommended due to high fees.
  • For changes to payment method contact: [e-mail].
  • Pricing/payment condition requests must be made with Talent Manager.