Project reference · Contractor administration and monthly invoicing
Month-end, every month, whatever else changed.
A European data-engineering consultancy wanted its engineers in Ukraine on direct contracts: no Ukrainian company of its own and no staffing provider in between. Each engineer works as a registered private entrepreneur. We drafted the contracts, and we have prepared every month's calculation, invoice and act since, with the tax filings behind them. Banks, rates, suppliers and the team changed over the years. The routine did not.
1 pack a month for each engineer: calculation, invoice and act
Monthly
0 Ukrainian companies the client had to open, staff or run
Structure
4 tax quarters a year filed and paid for every engineer
Compliance
Up to 3 engineers at a time, each on a direct contract with the client
Team
The shape of it
One month, repeated
Five steps a month for each engineer, a tax quarter behind them, and every change on paper before it reaches an invoice.
The brief
What the client actually needed
The first call came from one of the client's engineers, not from the client. He was working for the client through an outsourcing provider and wanted a simpler arrangement: a direct contract, clear monthly paperwork, no office he had to sit in.
The client agreed and signed our offer. We reviewed its draft contract, rewrote the parts a Ukrainian bank would query, translated it and set the start date with the engineer. From the first month we prepared his invoice and supporting calculation for the client's approval, and kept the accounts of his private business.
Further engineers followed. Each time the client sent a name, a start date and the agreed monthly amount; we did the rest: registration, contract, bank account, first invoice.
Why it matters
Direct contracts only work if the paperwork holds
Paying an engineer in Ukraine directly is legal and common, but every payment from abroad passes the bank's currency control. The bank checks the contract, the payer's account and the invoice and act behind each transfer, and the engineer must file and pay tax every quarter. If one document is missing or out of date, the money is held or sent back. The client wanted none of that on its desk, and no local company to keep alive for it.
The hard parts
Where it gets difficult
A contract the bank will accept
The client’s draft paid a fixed fee for loosely described services, which a bank can query. We added a fixed scope of services as an annex, so the price stayed fixed and the scope could change without touching the contract.
The payer must match the paper
When the client wanted to pay through a cheaper currency service, we first checked whose name the Ukrainian bank would see as sender, then changed the contracts before the first payment moved.
Bank details changing on both sides
The client changed its paying account in the same weeks that Ukraine moved accounts to IBAN. Every contract got an annex within days, and the next month’s payments cleared.
Rates change on paper first
Each change in an engineer’s monthly amount was confirmed by the client in writing, then signed as an annex, and only then shown on an invoice.
Wartime, same month-end
When the full-scale war began, the calculations and invoices went out on the usual working days, and the quarterly filings were made on time.
Part of the team moves on
When two engineers moved to another company in the client’s group, we prepared the termination annexes and closed their tax quarter. The remaining engineer stayed on the same routine.
What we did
Set up, add, run, adjust
- First month — Set up. Offer signed, the client’s contract reviewed and translated, the engineer’s accounts taken over, the first invoice issued.
- Each new engineer — Add. Registration as a private entrepreneur where needed, a contract in the same form, a bank account the contract names.
- Every month — Run. Inputs collected, calculation approved, invoice and act issued, payment cleared by the bank.
- Every quarter — File. Tax returns, the single tax and the social contribution for each engineer.
- When anything changes — Adjust. An annex first: new rates, new bank details, a new address, an extension or an exit.
The client never had to learn the Ukrainian rules. It approved a calculation and paid an invoice.
How we work
We do not show you another company’s name
The client and its engineers are not named here, and they will not be named in a meeting either. We are glad to talk this project through in detail. What we will not do is discuss the last client that way with you, or you with the next one.
Next step
Want people in Ukraine on direct contracts, without the paperwork landing on your desk?
Tell us how many people, from when, and the monthly amounts. We will show you the contract, the monthly pack and the quarterly filings, line by line, before anything starts.