On Spendesk, you can activate an additional module to review and pay supplier invoices. Interested? Go to the Payment Methods tab and enable the Invoices option.
Collaborating with Freelancers
Working with freelancers is ideal for strengthening your teams or accessing specific expertise. However, paying freelancers does not work the same way as paying your usual suppliers.
Important: A freelancer is not an employee of your company. Their rights and obligations differ from those of a permanent or fixed-term contract employee.
Do not invite them to Spendesk.
Do not issue them a physical card.
Mission or Fixed-Priced Contract: Choosing the Right Framework
Before collaborating with a freelancer, determine whether you are hiring them for a mission or a fixed-price contract.
Mission
A mission generally spans several days, weeks, or even months and may include various types of tasks.
Example: A designer on a two-month mission could create a new logo, design infographics, and produce advertising visuals. These details should be outlined in the quote so that all parties understand the scope of the mission.
Sometimes, freelancers work directly at your premises (on-site), with an obligation of means. This is a popular solution because:
The company does not increase its payroll.
The freelancer has a guaranteed mission over several weeks.
⚠ During a mission, freelancers may request reimbursement for out-of-pocket expenses. Be sure to include these in the total project budget.
Fixed-Priced Contract
A fixed-price contract provides a clear framework. The freelancer has an obligation to deliver results and typically works remotely.
Example: If a designer provides a quote for creating a new logo, you cannot also ask them to design an advertising campaign. That would be a separate task requiring a new contract.
Tip: Regardless of the chosen framework, research hourly or daily rates, compare freelancers, and request a clear quote to avoid surprises.
Manage Freelancer Invoices on Spendesk
Freelancers are required to provide compliant invoices that meet legal standards. Since the 2018 Finance Act, these invoices must be issued using anti-fraud certified software.
Good news: A compliant invoice can be added to Spendesk just like any other supplier invoice.
Spendesk Process
Add the Invoice
Go to the Requests tab.
Click New Request > Submit an Invoice.
Upload the invoice (PDF) and let our OCR pre-fill the fields.
Always review the extracted data before submitting.
Note: If you are not the Account Owner, your request may need approval from a team or cost center approver.
Finance Team Review
The team finds the invoice in the Invoices - Verify tab.
They check the amount, the freelancer’s bank details, and the due date.
Pay the Invoice
Check the schedule to prioritize invoices to be paid.
Download the XML SEPA or .CSV file to process the payment through your business bank account.
If enabled, pay directly with Spendesk.
Once the invoice is paid, it will appear in the All Payments tab.