You receive two types of invoice from Epassi: a licence fee invoice and a budget invoice.
- Licence fee invoice: for the use of the platform and software licences. This invoice is issued by Epassi Nederland B.V.
- Budget invoice: for platform transactions and prepaid budgets. You only receive this invoice if you allocate budgets in Epassi. It is issued by Epassi NL Platform Transactions B.V. This is a separate legal entity, so prepaid budgets are protected and cannot be claimed by third parties if Epassi Nederland B.V. runs into difficulties. You can find the specification under Logbook > Transactions.
The licence fee invoice
- Once the contract is signed, you receive the first licence fee invoice. Unless agreed otherwise, it covers the prepayment of licences for the first contract year.
- Do you use more licences than prepaid during the contract period? Then you receive an additional invoice for the extra licences, for the remainder of the contract period.
The budget invoice
Do you use a product that involves budget spending, such as Flex Benefits, Gifts or Rewards? Then you receive a budget invoice every month with your employees' transactions. Budgets are either prepaid or postpaid. Typically:
| Product | Type |
|---|---|
| Flex Benefits: employer contribution | Prepaid |
| Flex Benefits: tax-free | Postpaid |
| Rewards | Prepaid |
| Mobility | Postpaid |
| Gifts | Prepaid |
Prepaid budgets
The invoice for prepaid budgets can include these lines:
- Budget allocations: budget allocated between the 2nd of the previous month and the 1st of the current month.
- Settlements: negative amounts, because this budget flows back to your organisation.
- Offboarding settlement: budget left over after an employee was offboarded in the previous month.
- Expenses settlement: budget spent through expenses in the previous month.
- Budget refunds settlement: allocations refunded or cancelled in the previous month.
- Internal benefits settlement: budget spent on internal benefits in the previous month.
- Carryover settlement: budget that expired in the previous month due to the monthly saving limit. This limit is optional and set by you as the employer.
- Manager deduction settlement: budget a manager manually deducted in the Manager Portal in the previous month.
- Budget spending: spending on benefits in the previous month, per VAT category, or the amount Epassi paid out to employees through the sports expense (CashOut).
- Budget spending prepaid correction: because the budget has already been prepaid, this line converts prepaid budget into spent budget. It does not change the amount payable.
Postpaid budgets
- Budget actuals: spending in the previous month, per VAT category, or the amount Epassi paid out to employees through the sports expense (CashOut).
Want to check a budget invoice? Logbook > Transactions explains how to verify the amounts per invoice line.
Contract, rates and WKR
Questions about your contract, rates or the work-related costs scheme (WKR) go to your dedicated contact, your Customer Success Manager. Don't know who that is? Email us.