Got questions about invoices? We have answers.
This article covers Frequently Asked Questions from clients using the EOR model to hire employees.
Deel issues monthly invoices for all countries at 11:59 pm on the 23rd of each month, Pacific Time Zone, USA. For most clients, this means that invoices are available to pay beginning on the 24th.
Please note that in January 2025, Deel implemented a new and improved format for how EOR clients will view their monthly invoices. While the line item formatting is slightly changed, the calculation remains the same and will not change the amount you are invoiced.
Please see: How EOR Invoices Are Calculated And Formatted
[ACCORDION] Why do clients receive two invoices every cycle?
Instead of receiving one invoice with Deel fees and payroll costs combined, clients will receive two separate invoices:
- A Payroll Invoice that covers all payroll items, issued in the EOR employee's local currency.
- A separate Fee Invoice with all of the Deel fees, consolidated for easier tracking.
All fees are denominated in USD until clients select their payment currency to complete the payment process. This helps avoid any inconvenience caused by fluctuating exchange rates.
Each invoice will generate a unique ID; but clients will pay both invoices at the same time as part of a single payment process.
We do this to improve transparency and eliminate discrepancies from currency conversion since fees are kept in US dollars until payment. If the payments are already done in USD, there is no currency conversion at all.
[ACCORDION] What information is included in an on-cycle invoice?
An EOR invoice includes:
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Total Employee Pay – The total amount of earnings for the employee.
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Total Expenses – Even if there are no expenses for the pay period and the amount is 0, this will still be included.
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Employer Contributions – The sum of all payments made by the employer to government agencies, social security, tax authorities, and other national departments. This line now reflects the detailed contributions based on the G2N payroll categories.
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Benefits through Deel – Benefit plan cost amount for benefits managed/processed through Deel.
Clients can download the invoice by navigating to the Payroll icon, clicking on the Billing tab, and reviewing the Invoices section.
To be included in the current on-cycle invoice, amendments like bonuses, expenses, and allowances must be uploaded to the platform before 23:59 Pacific Standard Time (PST) on the 20th of the month.
Deel issues monthly invoices for all countries at 23:59 PM PST on the 23rd of each month.
[ACCORDION] How to see a breakdown of the EOR invoice items?
Clients can see a detailed breakdown of the invoice items in an EOR (Employer of Record) invoice based on the G2N (Gross to Net) categories through the following methods:
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Invoice PDF: The official invoice now includes a second page with a detailed breakdown of all G2N categories, including salary, employer contributions, bonuses, commissions, and expenses.
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Breakdown tab: Clients can access this detailed breakdown directly in the Breakdown tab for easier access and reconciliation.
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Detailed Payments Report: This report now reflects the updated invoice breakdown, showing the same information as the Breakdown tab.
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Invoice Summary Report: This report shows the newly added line items from the breakdown page, offering a more granular view of payroll components.
These changes allow EOR clients to easily view the full breakdown of their invoices within the same document, simplifying the reconciliation process and improving visibility of all line items.
[ACCORDION] Can the client add a purchase order number to an invoice?
Yes, clients can add a purchase order number to a contract and then this PO number will appear automatically on every invoice for the contract.
✅ Step 1 – View Custom Fields
Select the Organization Settings icon on the home page, then select Custom Fields card, and click View.
✅ Step 2 - Add Custom Fields
In the Custom Fields section, select Add Field.
✅ Step 3 – Enter Purchase Order Number as field name
In the New Field description box, enter this exact field name: Purchase Order Number
✅ Step 4 – Place the field in Contract/Agreement details
This information will not be added to the actual employee contract but rather will appear in supplementary documents like invoices.
Clients do not need to toggle on any additional options for Input Settings.
✅ Step 5 – Select Free Text
✅ Step 6 – Select All Worker Types
✅ Step 7 – Open the employee's contract
Open the employee's profile page and select Contracts/Agreements.
Click Edit in the Supplementary contract/agreement section.
✅ Step 8 – Add purchase order number
Enter the purchase order number and click Continue, then Confirm.
Future invoices for the worker will include their Purchase Order number (PO#)
[ACCORDION] How can clients add an expense to the invoice after the cut off date?
Where available, clients can also use our On-Demand Payroll feature to give a salary advance or pay expenses anytime they want, even after the cut off date.
This on demand option allows them to add a last minute bonus or expense and submit it through Deel to be paid out immediately, or during the next payroll cycle.
[ACCORDION] Can an invoice be adjusted after it has been finalized and issued?
Technically, a finalized invoice cannot be adjusted or edited. When clients select to edit an invoice that has already been issued, Deel will generate a replacement invoice instead.
A credit note is automatically issued to cancel out the original invoice. A new invoice is then generated automatically, replacing the original. The new invoice will reflect the changes that were entered and be available right away in Deel.
[ACCORDION] Can clients pay an employee off-cycle without paying a fee?
Clients can request an off-cycle payment to an EOR employee by starting a live chat with a support agent.
All requests for an off-cycle payment are carefully reviewed, and approved on a case-by-case basis.
Clients will receive confirmation of an off-cycle payment within 2 business days if the request is approved.
Where available, clients can also use our On-Demand Payroll feature to give a salary advance or pay expenses anytime they want, even after the cut off date.
Deel will waive fees and issue free off-cycle payments for three main reasons:
✅ Client request - Deel reserves the right to use our best judgment whether the payment should be paid with a special off-cycle payment, or added until the next regular payroll cycle.
✅ Compliance - In many countries where we manage EOR employees, certain payments (like terminations) must be paid out within a certain, urgent timeframe. These final payments need to be paid as a special off-cycle payment to make sure Deel is in compliance with local regulations.
✅ Potential errors or mistakes- Mistakes happen. It is possible that a client makes a human error using the Deel platform; or that a Deel group member makes a mistake processing payroll. In some rare instances, a technical error could impact our payroll.
In any of these cases, Deel may use an off-cycle payment as a tool to course correct for our clients and issue an instant payment to the employee.
[ACCORDION] What happens if clients are late paying Deel for an EOR invoice?
As standard, Deel EOR invoices have a due date of five calendar days from the date they were issued for Deel to receive the funds.
In the event of a client not paying an invoice on time, Deel reserves the right, as per section three of the MSA, to charge 0.15% of the invoice amount (Deel fees, and EOR costs such as employer cost and salary) per day that the client is late paying Deel.
To avoid any delays in paying workers, Deel recommends that clients use the platform's pre-funding feature to pre-fund payroll and ensure seamless payroll funding.
[ACCORDION] What are Late Payment Fees and how much do they cost?
EOR Late Payment Fees are charges applied by Deel to clients who pay their EOR invoices late.
LPFs are charged at 0.15% of the total invoice amount per day. For example, if the total cost of the invoice is USD 10,000, per day that the invoice is late, it will cost a client USD 15 (USD 10,000*0.0015). The fees do not compound.