RWS Invoicing Guide

Instructions on invoicing and payment process for vendors

2024
Table of Contents
Version history .............................................................................................................................................................. 3
1 Invoicing ................................................................................................................................................................. 4

1.1 In a nutshell: Invoicing on Workzone ............................................................................................................. 4

1.2 What to know before you start invoicing ....................................................................................................... 4

1.3 Payment Information & Bank charges ........................................................................................................... 5

1.4 Understanding your Purchase Orders for invoicing .................................................................................... 6

1.5 How to invoice ................................................................................................................................................... 7

1.6 Monitoring your invoice ................................................................................................................................. 10

1.7 Amending a draft invoice ............................................................................................................................... 10

1.8 Monitoring the status of Purchase Orders .................................................................................................. 10

1.9 Tax Information ............................................................................................................................................... 11

2 Managing payment details ................................................................................................................................ 12

2.1 Finding your payment details ........................................................................................................................ 12

2.2 Viewing your payment details ....................................................................................................................... 13

2.3 Updating or adding new payment details ................................................................................................... 13

2.4 Adding payment details for multiple entities .............................................................................................. 15

2.5 Notifications ..................................................................................................................................................... 16

3 Further support ................................................................................................................................................... 17

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 Version history

Version Owner Description of changes Revision Date

1.0 Supply Chain Strategists Document created. November 2024

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For any questions about logging into Workzone, setting up your account or verifying your email
address, go to https://www.rws.com/about/careers/freelance/workzone-sign-up-guide/

1 Invoicing
1.1 In a nutshell: Invoicing on Workzone

Our process is as simple as ABC; however, we recommend you carefully read this guide to
familiarize yourself with the invoicing process and find any necessary details to prepare and
submit your invoices for successful payment.

1.2 What to know before you start invoicing

The majority of invoices should be submitted via Workzone; however, your Talent Manager will
let you know if you should invoice via email instead.

Your invoice must include:

• Your full name, address, phone and email contact details or any other company name or
invoicing name
Note: The name or company name on your invoice must match the one registered and
contracted in our database.
• The date the invoice is being submitted
• Your unique Vendor ID, as it appears on the Purchase Order
• The Purchase Order number(s), as it appears on the Purchase Order

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 • The total amount which you are invoicing for the work in question, as it appears on the
Purchase Order
• VAT (if applicable) and Grand Total (i.e. PO total amount + VAT)
• Name & address of RWS Invoicing legal entity (Ordering entity) exactly as stated on your
PO
It is not possible to invoice more than one RWS legal entity on a single invoice.
• Tax Registration Number as entered into your Workzone profile

Important Notes:
• After 6 months from issue, POs are no longer displayed on the system
• It is recommended that POs are invoiced within 2-3 months from issue
• The currency used on the invoice MUST be the same as PO. POs in different currencies
cannot be submitted on one invoice.
• Date and Invoice number on invoice MUST match date and invoice number on online
invoice. See “1.3 How to invoice” section.
• Name and address of RWS Ordering entity on invoice MUST be the same as shown on
PO(s).
• Multiple purchase orders can be added to the same invoice if they are from the same
ordering entity.
• Up to 50 POs can be added to one invoice. However, it is recommended to add up to 20,
in order to be more manageable for finance and vendors.
• Invoices should not be submitted for partial amounts unless agreed in advance with the
work giver and a staged payment schedule appears on the Purchase Order.

1.3 Payment Information & Bank charges

Processing of invoices and payments is managed by our Accounts Payable team. According to
the standard payment terms in operation for the particular office for whom you have
undertaken work (30 days), your invoice will be processed for payment within the specified time
period, from date of receipt of invoice.

All offices arrange payments via bank transfer unless otherwise specified. SDL Inc. (US entity)
can accept payments via PayPal.

Bank Fees are shared between the vendor and RWS. RWS will only accept charges levied by the
originating bank and cannot be held responsible for charges deducted for payments by the
intermediary or beneficiary bank.

To reduce the risk of excessive bank fees you should provide full payment instructions and
consolidate purchase orders to an invoice to reduce the number of payment transactions
issued. If the payment transaction is cross-border (international) or in a different currency from
domestic currency of your account, it is highly probable intermediary banks will be required in
the transaction resulting in additional charges on the transaction.

Some RWS entities may withhold payment for invoices below a specified threshold per entity.

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For example, to reduce bank charge fees for both sides, any invoices below £75/€100/$100 are
held by RWS UK and US entities [SDL Ltd (Maidenhead), SDL Ltd (Sheffield) & SDL Inc] where the
payment transaction is international.
Payment will continue to be held until (i) there is sufficient funds from additional invoices where
the combined total exceeds £75/$100/€100 or (ii) you request that the payment be released on
the understanding that bank charges may be applied to the payment.
The same may apply for invoices below $100 for India and Thailand - Bangkok, and $200 for
Singapore.
Local domestic payments such as ACH or SEPA are not held.
Please reach out to your Talent Manager for further details.

For further information on Intermediary Bank Charges, please check document enclosed below.

Beneficiary & Intermediary Bank Charges.pdf

1.4 Understanding your Purchase Orders for invoicing

You will receive a Purchase Order (PO) via email for each job worked. Ensure to also check your
spam folder. The email will contain the following information:

• The address of the RWS Ordering

entity (known as the billing address)
• The purchase order number
• Job information
• Amount total
• Deliverables and operations required

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The RWS Ordering Entity is the payment entity from which your POs (then payments) are
issued.

The ordering entity information and purchase order number found at the top of the email
MUST match the invoice you create (see How to Invoice section).

If you receive Purchase Orders from different RWS Ordering Entities, when creating an invoice,
you MUST group together Purchase Orders from the same ordering entity.

Note: POs are no longer displayed on the system after 6 months from issue. For this reason, it is
recommended that POs are invoiced withing 2-3 month, in order to facilitate tracking of POs
and payment.

1.5 How to invoice

Before you start the invoicing process online:

1. Login to RWS Workzone and navigate to the My Purchase Orders tab

2. Use no filters and click on the Search button to see POs ready to invoice
3. Create a manual invoice (Word or PDF) adding PO numbers you wish to invoice. Make sure
all POs belong to the same entity (this is crucial, as the invoice needs to include the same
address appearing on PO, which is unique per entity). Ensure to include: your name,
address, vendor ID, payment details, date invoice submitted, amount of each PO, Total, VAT
(if applicable) and Grand Total.

Important note: All data on the manual invoice MUST match data on online invoice.

4. Once you are logged in with your email (username) and password and you are on the My
Purchase Orders tab, you will see the following page:

Only POs created in the last 6 months will be shown in RWS Workzone. For any Purchase Orders
older than this, please contact your local Talent Management team for invoicing support.
Several search fields will appear at the top of the page which give you the option to narrow
down your search.

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5. Search for relevant Purchase Orders. We recommend starting your search by changing the
Creation Date filter to ‘Last 6 months’ and the Status filter to ‘…’ (three dots).
6. Click on Search to refresh the page and ensure Workzone has the very latest information
about all your recent Purchase Orders.
Please make sure you always click on Search every time you view this page, and every time you
change the filters. You must always click on Search to refresh the data even if you have not
changed any filters.

Once you have a

full view of all your
POs status, use the
Show Purchase
Orders Eligible
for Invoicing to
only include
Purchase Orders
you can add to an
invoice.

7. Select Purchase Orders for Invoicing (the same you have added to your manual invoice): use
the Add to Invoice/ Remove from Invoice options beside each Purchase Order to select
the ones that you would like to add to an invoice.
At the bottom of the screen, you will see the Number of Purchase Orders Selected and the
Sub-Total of the amounts included.

If the Add to Invoice button is not available for a Purchase Order in status PO Authorised for
invoicing – submit invoice, please click on the Search button, or allow a little more time for
systems to synchronise. If this option is still not available after 24 hours, please contact your
Talent Manager for support.

8. Click on CREATE INVOICE.

9. After you click on CREATE INVOICE you will be presented with the page below.

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10. Enter an Invoice Number and Invoice Date.

Remember these must be exactly the same as the ones on the manual invoice you created on
step 3 on this guide or invoice will be rejected.

11. Upload your manual invoice and check your tax details.

Once all fields have been filled on the invoice screen, tax values such as VAT will be calculated
automatically. If VAT requires adjustment, it can be over-typed.

Note: If a Tax Registration Number is provided, it should also be included where requested and
must also be shown on all invoices you issue to RWS. If you do not provide a Tax Registration
Number, or the number you provide is different or found to be invalid, your invoice will be
rejected.

12. When you are ready, click on Submit Invoice for Approval button.

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 1.6 Monitoring your invoice

On submission, the invoice will be sent directly to RWS Finance for approval. The status of your
PO may not update immediately.

• Follow the status of the invoice via the View Invoice link from the My Purchase Orders tab,
or from the My Invoices tab.
• If your invoice is rejected, you will receive an email from Workzone explaining why.
Alternatively, you can see the details on the My Invoices tab of your Workzone profile. An
email address can be found at the bottom of each rejection email that corresponds to the
Invoicing Processing entity to which the PO is assigned. Please contact them or your Talent
Manager for any invoice-related queries.
• Please check your email spam folder as well as your inbox. Once an invoice is rejected,
Purchase Orders will be ready to invoice again (remember to click on the Search button to
refresh the page).
• To re-submit a rejected invoice, log into Workzone and begin the invoice process again,
ensuring you corrected the issue.

1.7 Amending a draft invoice

• If you began creating an invoice but did not complete the submission, it is possible you
created a draft that is pending in the system. To access and edit your draft invoice, go to the
Home tab and select the relevant Create New Invoice task - this is your draft.

Note: You will not be able to amend your draft from the My Invoices tab.

• When an invoice is in draft, the corresponding PO associated with that invoice will be locked
and there will be no “ADD TO INVOICE” button.
• If there is a draft and you do not see the draft task (Create New Invoice) appearing on the
Home tab, please contact your Talent Manager and share a screenshot of this tab for
investigation.

1.8 Monitoring the status of Purchase Orders

• If work has been completed but your PO has had the status ‘PO not yet authorized for
invoicing’ for more than 24 hours, please contact your work giver who can arrange for PO
authorization.
• If your Purchase Order has been in status ‘PO Authorized for Invoicing – Pending
System Update’ for 48 hours or more, please contact your Talent Manager.

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 • POs added to an invoice will continue to show in status ‘PO Authorized for invoicing –
Submit invoice’. A ‘View Invoice’ link will be displayed so that you can access the Invoice
record for a clearer view of the status of your submission.
• If your Purchase Order has the status ‘PO Invoiced – unpaid’, this has been submitted
and approved by RWS Finance and is in the process for payment.
• If your Purchase Order has the status ‘PO Invoiced – paid’, this has been submitted and
has already been processed. Payment may not reach your account for several days; this
may be dependent on your local bank practices.
• If POs have been deleted, for example if incorrect and replaced by a new PO, these
Purchase Orders can be found with status ‘PO Deleted’.

1.9 Tax Information

Please check with your countries tax authorities to know if and how much tax you should pay.
When you invoice online, you will see some tax information already appears on the invoice
screen, this is partially taken from the information added to your Workzone profile.

Description of TAX fields:

Tax Registration Number - This is the VAT (value added tax), GST (goods and service tax),
NIF/CIF (Fiscal Tax Identification) number or equivalent local tax identification number and is
only required if you are registered for goods or service tax in a country. Entering your tax
details will allow Workzone to expect any due taxes when you submit your invoice. The field
must be left blank if you are not registered or must be entered in full without any spaces, if
registered.
Your Personal Tax ID should not be entered here. If this is not possible, try to add Not
applicable (N/A).

The UTR/NINO number is not a tax number. Adding them will cause issues when trying to
submit invoices and the system will consider that the vendor is tax registered and will ask the
vendor to add tax on the invoice.
When tax numbers apply, there should be no spaces between digits.

Personal Self-Employed (Unique) Tax ID Number - This is the unique identifier assigned to you
by the tax administration of your country of tax residence as personal tax number. It is a unique
combination of letters and/or numbers used to identify an individual or entity for the purposes
of administering the tax laws of that jurisdiction. This will be your TIN (Taxpayer Identification
Number), Social Security code, UTR (Unique Taxpayer reference) or equivalent. This information
is not required for all countries but is mandatory for US citizens.

Tax Registration Country - This is the country of registration for your VAT/GST tax registration
and must only be completed if a Tax Registration Number has been provided. The field must be
left blank if you are not registered for tax.

Tax Registration Number and Tax Registration Country should match your country of address.

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2 Managing payment details
2.1 Finding your payment details

RWS allows you to store and edit your payment details directly in RWS Workzone so you can
easily manage the information we hold. To find your payment details:
• Log into Workzone with your usual username and password
• Navigate to the Profile tab
• Select the Payment Details option
Please note the Payment Details tab is only available once your first Purchase Order has been
issued.

You can manage your bank details directly in the Payment Details tab if your POs are raised from
an entity in any of the below regions:
• Central Europe
• Nordics
• UK & IE
• Mediterranean
• NASA
When you receive your first PO from RWS, you will be prompted to fill in the information.
If you do not see the tab after receiving your first PO, please email vendor.setup@rws.com and
they will help you to fill in the details.

If your POs are raised from an entity not in one of the regions listed above, please submit any
changes in bank details to vendor.setup@rws.com detailing all entities that you collaborate with
for which you would like the details updating.

Remember you must enter bank details for each RWS legal entity you work with.

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 2.2 Viewing your payment details

• On the Payment Details tab, you will find a record of payment details for each RWS
ordering entity with which you have worked to date.
• If you have worked with a number of entities, then this view will be summarized for
easier viewing. Select the green chevron next to a line to see the payment details for
that entity.
• If you are already working with RWS, you may be advised that we have existing payment
details on file that are currently not displayed in Workzone for data privacy and security
reasons. These payment details will remain in use for the relevant RWS ordering entity
unless you request an update.

• If you have previously added or amended payment details in RWS Workzone, you will
see them listed:

2.3 Updating or adding new payment details

1. On the Payment Details tab, select Add New Payment Details.

2. Fill in your new details.
Mandatory fields will have an asterisk (*) next to the field name. These must be filled out in
order to submit your payment details. For more information on what to enter in each field,
please refer to the explicatory table below in this guide.
3. Select Submit Payment Details Change Request.

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 4. These details will then be submitted to the RWS Finance team, and you will be notified
once they have been processed.
Where outstanding changes have not yet been processed a warning sign will be displayed next
to the entity name:

5. Payment detail contents:

Field Name Is it
mandatory?
Nickname Yes Informal recognisable name for the bank details
provided
Bank Name Yes The name of the bank

Bank Country Yes The country the bank is in

Bank Account Holder/ Yes The exact name registered to the account
Payee Name
Type of account Yes Select whether the account is a savings account or a
checking/ current account

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IBAN Yes International Bank Account Number

SWIFT Code (or SWIFTBIC) International Bank number (8 or 11

characters)
Local Account Number Number of the local account. This should be used only
for banks held in the same country as the RWS entity
BIC Code/ Routing Bank and branch identifier
Number/ Sort Code
Bank Account Currency Yes Currency of the bank

Intermediary Bank
Details - optional
Bank Country The country of the intermediary bank

SWIFT Code International Bank Account Number of the intermediary

bank (8 or 11 characters)
Additional Information Additional comments that relate to your payment
details not captured above

2.4 Adding payment details for multiple entities

If you work with multiple RWS ordering entities, you will have to tell us the payment details for
each entity.

The RWS Ordering Entity is the payment entity from which your POs (then payments) are
issued. This is where the Ordering Entity appears on your Purchase Orders page:

You may like to use the same payment details for all entities, or these can be added separately
in Workzone:
1. Navigate to the Payment Details tab on your Profile where you will see a list of relevant
entities.
2. Select the green chevron next to each line to see the payment details for that entity.
3. You have three options:
a. To keep the details we already have on file, no action is required.
b. To add new bank details, select Add New Payment Details from the dropdown list.
c. To re-use details stored for a previous entity, find the entity to which you wish to copy
these details and select the nickname of the existing details from the dropdown list.
4. Select Apply Payment Detail Change.

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 If you are adding
new payment details,
you will then be
taken to the next
page to add in these
new details.

Check the RWS

ordering entities
listed under the
What will this apply
to? header. Any new
payment details
entered will apply to
the entities listed.

If you wish to remove an entity from the list, click it once from the list and it will turn from teal
to grey.
The details entered will be passed onto the RWS Finance team and you will be notified via email
once they have been reviewed.

Note: Any changes to bank details will require validation by our Finance team.
Information on bank details such as name or company name must match the registered person
assessed and contracted by RWS.

2.5 Notifications

You will receive email notifications from Workzone in the following circumstances:
• Submission of a payment details change request
• Notification the request has been approved
• Notification the request has been rejected
• If we have had to reject the request, you will be notified why we have rejected the
request, and you will have the ability to submit a new request.
• If you receive a notification that a payment detail change request was submitted and
you did not make this request, please contact your local Talent Manager as soon as
possible so we can investigate.

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3 Further support

Please refer to this page for FAQs:

https://www.rws.com/about/careers/freelance/vendor-invoicing-faq

• For help with the invoicing process, please contact your Talent Manager. Their contact details
can be found on your Home tab in RWS Workzone.

• For rejected invoiced questions, please contact the invoice processing team. Their contact
details can be found at the bottom of rejected invoice email notifications received from RWS.

• If you need any further assistance, please contact your Talent Manager.

About RWS

RWS Holdings plc is a unique, world-leading provider of technology-enabled language, content and intellectual property services. Through
content transformation and multilingual data analysis, our combination of AI-enabled technology and human expertise helps our clients to
grow by ensuring they are understood anywhere, in any language.

Our purpose is unlocking global understanding. By combining cultural understanding, client understanding and technical understanding,
our services and technology assist our clients to acquire and retain customers, deliver engaging user experiences, maintain compliance
and gain actionable insights into their data and content.

Over the past 20 years we’ve been evolving our own AI solutions as well as helping clients to explore, build and use multilingual AI
applications. With 40+ AI-related patents and more than 100 peer-reviewed papers, we have the experience and expertise to support clients
on their AI journey.

We work with over 80% of the world’s top 100 brands, more than three-quarters of Fortune’s 20 ‘Most Admired Companies’ and almost all
of the top pharmaceutical companies, investment banks, law firms and patent filers. Our client base spans Europe, Asia Pacific and North
and South America. Our 65+ global locations across five continents service clients in the automotive, chemical, financial, legal, medical,
pharmaceutical, technology and telecommunications sectors.

Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).

For further information, please visit: www.rws.com.

© 2024 All rights reserved. Information contained herein is deemed confidential and the proprietary information of RWS Group*.
*RWS Group shall mean RWS Holdings plc for and on behalf of its affiliates and subsidiaries.

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