Adding And Paying For A Freelancer Or Studio Joining Your Team

A freelancer joins your team for the time you work together. If they have their own Pro or Studio plan, you can also offer to pay for it during that time, and their own payments are paused until it ends. If they have a team of their own, you can pay for their whole studio instead, and everyone in it joins your team as one. Only a team's admins can add people and pay for them. For what a team costs, see Team Billing.

Before You Start

You can add any freelancer to your team. To pay for their plan as well, three things need to be in place:

• They pay for their own plan: You can only offer to pay for someone who pays for their own Pro or Studio plan. Being on someone else's team isn't a plan of their own, so someone who's only on another team uses one of the users your team pays for
• They share their plan with team admins: On their Billing page, they turn on Let team admins see my subscription, so they can offer to pay for it. Without it, Formta never shows you their plan, so their billing details are never shared without their consent
• Your team pays for its own plan: Paying for a freelancer is charged to your team's subscription. A team on a Pro trial has no subscription yet, so it can add freelancers but can't pay for them

Adding A Freelancer To Your Team

Add a freelancer from the team's settings, and choose how long they'll be on your team.

1. Go to Account → Team management
2. Click the + under the list of team members to open Edit Team, then click the + below the list to add a row
3. Under Team member, select the freelancer if you're already in another team together. Otherwise, enter their email to invite them
4. Under Access, select Freelancer. A freelancer can't be an admin of your team
5. Under For how long, select 1 month, 3 months, 6 months or 1 year
6. Click Invite

They get an invitation, and have 7 days to answer it before the link expires. They join your team when they accept, and until then their place on your team is reserved for them. If your team has no free users left, Invite changes to Upgrade, so you can add another user to your plan first.

How Long A Freelancer Is On Your Team

A freelancer is on your team for the period you selected when you added them, counted from when you sent the invitation.

7 days before the period ends, your team's admins get a notification. When it ends, the freelancer leaves your team, any team projects they've created go to the admin who pays for your team, and your admins get a notification that they've left.

To keep the freelancer for longer, go to Account → Team management, click their Payment status and select Extend by 1 Month, Extend by 3 Months, Extend by 6 Months or Extend by 1 Year. The time is added to the end of their current period. For a freelancer whose plan you pay for, use Pay for Longer instead. See Paying For Longer.

Paying For Their Plan

If the person you're adding has their own Pro or Studio plan and has turned on Let team admins see my subscription, so they can offer to pay for it, you'll get the option to pay for them. To offer it:

1. Under Select Subscription Type, select the plan you'll pay for: Pro or Studio. A Pro team can only select Pro, because a Studio plan doesn't have all the features a Pro team needs, while a Studio team can select either option
2. Under How long will you pay for them?, click 1 month, 3 months, 6 months or 1 year
3. Under What Your Team Pays, you'll see exactly what your team will be charged for the freelancer or studio you're adding
4. Click Yes, I'll pay for it

If you click No, they're invited without the offer to pay for them, and if they join, they'll keep paying for their own plan while you work together.

What It Costs

Everyone you pay for has a place on your team, and on Studio they count towards the 25 people a Studio team can have. A whole studio counts as one of the 25, however many people it has.

• At Pro: Your team is charged the Pro price for one user, €200 a month or €2,160 a year, on top of your own plan
• At Studio: A freelancer gets one of the Studio users your team already pays for. If none are free, your team is charged the price of one extra Studio user, €165 a month or €1,782 a year
• A whole studio: You pay for their plan with the number of users they pay for when you make the offer. On Pro, that's €200 a month or €2,160 a year for each user. On Studio, it's €850 a month for the first 5 users, and €165 a month or €1,782 a year for each user on top of that. If they add more users later, they pay for those themselves, so the price you agreed doesn't change while they work with you

You always see what your team will pay before you make the offer. Prices are shown without VAT, which is added at checkout, just before you pay, based on your location.

How Your Team Is Charged

Your team pays for freelancers and studios added to your team the same way it pays for its own plan, no matter what payment plan the freelancer or studio is on:

• If your team pays monthly: You'll be charged the monthly price when they accept, then every month until the end date you've selected
• If your team pays yearly: You'll pay for the whole period in one payment when they accept. A year is charged at the yearly price, and 1, 3 or 6 months at the monthly price for each month

Nothing is charged before they accept the invitation to join your team.

When you click Invite:

• They'll get the invitation, which says your team will pay for their plan, and until when
• Their place on your team is reserved for them

Nothing changes for them until they accept. When they do:

• They'll join your team
• Your team is charged as above
• They won't pay for their own plan while you pay for them: Their next payment date moves back by the period you're paying for, whether they pay monthly or yearly
• Their Own Storage Space: Any extra storage space they've bought, they'll be charged for themselves each month. Your offer doesn't include it. This includes if they're normally paying for their plan yearly, the storage space will be charged to them monthly during the period they're working for you.
• They'll get the plan you pay for: If you pay for a Studio plan and their own plan is Pro, they can keep their Pro features by paying the difference themselves (see For Freelancers). Otherwise they're on Studio while you pay for them, and they'll automatically be back on their own Pro plan afterwards
• They'll get an email confirming your team is paying for their plan, and until when

The end date you've selected stays the same, no matter which day they accept your offer. If they decline, or the invitation expires after 7 days, nothing changes for them, you won't be charged, and their place on your team is freed. You'll get a notification either way.

Paying For A Whole Studio

If the person has a team of their own, you can't pay for just them as an individual freelancer. They're considered to have a team of their own if anyone else is on it, an invitation to it is still pending a response, or they've bought additional users they don't use yet: on Studio plan that's any user on top of the 5 included, and on Pro, any user beyond their own. Instead, you can offer to pay for their whole team, and they'll all join yours as one studio. To add a studio to your team, select or enter the email of the person who pays for the studio's plan.

You'll see the studio's name, how many people are in it, and what your team will pay. Select how long you'll pay for them.

To invite them, click Yes, I'll pay for their team. If you click No, they're invited without the offer and keep paying for their own plan. The studio's owner needs to have turned on Let team admins see my subscription, so they can offer to pay for it on their Billing page for you to get the option of paying for them. Otherwise they can only pay for themselves, in order for Formta to respect their privacy about their payment details.

When the studio's owner accepts, it's on behalf of the whole studio:

• Everyone in their team joins yours as a Team member role. Nobody from the studio can be an admin on your team
• Your team is charged for their plan the same way it pays for its own: the monthly price each month, or the whole period in one payment if your team pays yearly
• The whole studio counts as one person on your team, and on Studio as one of the 25. It doesn't use one of the free users your team pays for, because you pay for their plan separately
• The price stays the same for you during the whole period, even if they add or remove people in their team. They'll pay for any extra users they add later themselves. When they add someone, that person joins your team too, with the same projects, inventories and calendars access, and your team's admins get a notification. You can't pick individual projects, calendars or inventories for each of the studio's members.
• Their own next payment date moves back and starts automatically again after the period you're paying for ends

When The Period Ends

You'll pay for a freelancer for the period you've selected. When it ends, their access to your team ends too:

• 7 days before, the team's admins get a notification that the freelancer's access is ending, and the freelancer gets an email reminding them their own payments will start again soon
• On the end date, the freelancer is removed from your team and loses access to all projects, calendars and inventories they had access to in your team. Any projects they've created in your team go to the admin who pays for your team, and they'll lose access to those too
• Their own plan payments start again, and they'll pay for their plan themselves again
• Admins get a notification that the freelancer's access has ended, and the freelancer gets one saying they've been removed from the team

To keep working with them, you can pay for them for longer before reaching the end date. If the date has passed, you need to add them to your team again and offer to pay for them with a new end date.

Paying For Longer

You can extend the period you're paying for a freelancer or studio before it ends:

1. Go to Account → Team management
2. Find the freelancer or studio in the list of team members
3. In the Payment status column, click Team-paid (or Studio paid by your team), then select Pay for Longer
4. Under Add, click 1 month, 3 months, 6 months or 1 year
5. Click Pay for Longer to confirm

The new period is added to the end of the current one, and the freelancer's own next payment date moves back with it. They get an email and a notification with the new date, your team's other admins get a notification too, and the reminders before the end date are sent again. If you'd stopped future payments, paying for longer starts them again. If your team pays monthly, nothing more is charged until the next month. If it pays yearly, the new period is charged right away.

Stopping Payments Early

If the work ends before the period you've paid for is up, you can stop paying for them early:

1. Go to Account → Team management
2. Find the freelancer or studio in the list of team members
3. In the Payment status column, click Team-paid (or Studio paid by your team), then select Stop Future Payments
4. Click Stop payments to confirm

For security reasons, you may be asked to sign in again first.

Your team has already paid for the current period, so they'll stay on your team until that ends. After that they'll leave your team, and their own plan payments start again:

• If your team pays for them monthly, they'll stay until the end of the month you've already paid for
• If they use one of your team's Studio users, there's no separate payment for them, so they'll stay until your team's own subscription reaches its next payment date: the end of the month if your team pays monthly, or the end of the year if it pays yearly
• If your team paid for the whole period at once, there's nothing left to stop, so Stop Future Payments isn't available

For example, your team pays monthly and you've selected 3 months, but the work is done after a month and a half. If you stop future payments then, you'll have paid for 2 months in total, and their own plan payments start again a month sooner than first planned.

To remove them sooner, click the bin icon on their row. They'll leave your team immediately and their own plan payments start again when the period you've paid for is up. Their own plan stays covered by your team for the period you've already paid for, and their place on your team stays reserved until then, so you can't give that space to someone else while you're still paying for them. You also won't get money back for the current period, if you remove them sooner.

For Freelancers

• Let teams offer to pay for you: On your Billing page, turn on Let team admins see my subscription, so they can offer to pay for it. Formta needs your consent to show your payment details to team admins. If it's not turned on, your payment details are never shared with anyone, and you'll always pay for your own plan
• Keep your Pro features: If a team pays for a Studio plan and you're on a Pro plan, click Keep Your PRO Plan on your Billing page. You'll pay the difference between the two plans monthly until the team's payments end, and your full Pro plan payments start again automatically after that
• Your Storage Space: While a team pays for your plan, you'll still be charged each month for any extra storage space you've bought, even if you normally pay for your plan yearly
• Your own team: If you're on a Studio plan, you can only add people who pay for their own Pro plan to your own team while a team's offer to pay for just you is waiting for your answer, or while that team pays for you. That's still the case if you leave that team, or it removes you, until its payment ends or you click Resume Studio now on the Billing page. If you already have a team, the offer is for your whole studio instead. While a team pays for your whole studio, you can still add people to your own team, but you'll pay for each new person yourself, unless you've removed someone first and have a free user