Glossary of Outstaffer Billing Terms

Subscription Invoice — Your monthly invoice issued on the 10th covering the next month's fixed subscriptions.

Debit Invoice — A separate invoice issued for under-billed amounts from the prior month's reconciliation. Issue-dated the last day of the prior month.

Credit Note — A refund applied to the original prior-month subscription invoice when actual payroll came in lower than billed.

Payroll Reconciliation Report — The monthly report explaining, line by line and employee by employee, the difference between billed and actual.

Health Insurance Reconciliation — A reconciliation that runs when the insurer issues a new policy, comparing the standard rate billed during onboarding to the actual premium for the employee's age band. Any difference is captured as a debit note and the subscription is updated to the actual rate.

Locked FX Rate — The exchange rate fixed at the start of an employee's engagement, used for all subscription billing.

FX Rate Used for Reconciliation — The actual exchange rate at the time of payroll execution, used to convert local payroll back into your billing currency for the reconciliation.

Pro-rata Invoice — Invoice for a new hire's first partial month, issued on the day they start.

New Hire Invoice — Invoice for the security deposit, due on receipt, before the employment agreement is entered into.

Security Deposit — One-off charge equal to Employment Costs + Plan Charges × 1.5 months, refundable per your Terms of Service.

Plan Charges — Recurring charges for the EOR plan, Health Insurance, Equipment, and any add-ons such as Insightful.

Cross-Border Fee — A charge covering the cost of international transfer pricing for cross-border payments.

Local Government Tax — Country-specific taxes that Outstaffer incurs and recovers at cost (e.g., Thailand 7% VAT, Philippines 1% local government tax on revenue).

Approval Workflow — Outstaffer's process for authorising discretionary payments (bonuses, commissions, overtime, financial assistance) before they're paid.

Pass-Through — The principle that payroll is billed at the actual cost incurred — what was paid to the employee, statutory authorities, and tax/compliance recipients.