Engager user guides

To engage a new freelancer, select ‘My Freelancers’ from the dashboard and complete the following:

• Freelancer email
• Freelancer mobile number

We’ll then send them a link.

If the freelancer is new to Hudson Freelance they’ll be asked to complete the contract and declaration. If they’re already registered, just give them your six-digit invite code to enter into their FREEPAY account.
You can view the status of your invites in the ‘My Freelancers’ section. Once they’re set up, their status will change to ‘Active’ and you can make payments to them.

If the freelancer has sent you a six-digit sign in code, enter the number in the space provided and they’ll be added to your list.

WHAT THE FREELANCE CONSULTANT THEN NEEDS TO DO

They’ll receive your invite code via email or text so that they can complete the contract. They need to complete the sections highlighted in red in the application form. They’ll confirm if they’re a sole trader, company or partnership and if they’re VAT registered. Once all required sections are complete, they need to read and review the terms and conditions and, if happy to proceed, e-sign the document.

Once the contract is accepted by Hudson the freelancer will receive a copy by email.

DEALING WITH AND RECLAIMING VAT ON OUR SERVICE AND REGISTERED FREELANCERS

When a freelancer, who is VAT registered, submits a payment application to you for work carried out, their invoice will show the net amount for services plus the amount of VAT on that supply

TOTAL NET £10,000
TOTAL VAT £2,000

GRAND TOTAL £12,000

When you build your payment instruction from the application you will send to Hudson:
£12,000 TOTAL PAY, plus
Fee + VAT (on the fee amount)

How to reclaim VAT on our service
Once you have sent your instruction and we have sent the payment, your invoice will be available to you. To view your invoices, go to ‘My Instructions’ and to the ‘Sent’ tab. Click on ‘Invoices’.

The Hudson invoice will show the disbursement, our Fee and the VAT (on the fee). Use this invoice to reclaim the VAT element on the Hudson Fee.

Claiming VAT back on VAT registered freelancers
In order to reclaim the VAT which has been paid to the Freelancer on their supply you must use the invoice which is generated from their payment application. This separates the net amount for services provided and VAT on the supply. To access details of the amouint of VAT on the supply in a given period, go to ‘My Payments’, in the ‘From’ and 'To' select the dates you need and click the 'VAT Report' button at the bottom of the page. A summary of all VAT registered freelancers' payments will show together with the total figures. If you need to keep a copy of these figures click 'Create PDF'.

Use the downloaded VAT report to reclaim the VAT on freelacers' supplies and the Hudson invoice to claim the VAT you have paid on the Hudson service.

If you have any questions, please contact our accounts department on: 01262 401040 or at info@hudsonfreelance.co.uk