Quick answer. Create an invoice, add your completed assignments and any agreed extras, check your bank details, and press Submit. We process invoices in weekly batches, so a complete, correct invoice is the fastest way to get paid.
The quick version
In Your Invoices, click Create invoice.
Add your bank details in the Bank Details panel (Add new bank).
Click Add more assignments, tick the Select box for each one, then Add to invoice.
Add any extras with New manual item, and attach receipts or your own invoice with Upload invoice file.
Press Submit. An invoice must be Submitted, not Pending, to be paid.
How invoicing works
Everything runs through your Quarterdeck account, under Your Invoices. Create an invoice, add items to it, then submit. We check and pay invoices in weekly batches, so the tidier your invoice, the quicker it clears.
Two habits that keep things fast:
Group as many assignments as possible on one invoice rather than sending several small ones. Ideally, submit one at the end of your assignment or season.
Claim any non-standard costs (tips, damages, expenses) within two weeks of the cost coming up. After that, they cannot be claimed.
Add your bank details (first time)
On the invoice, find the Bank Details panel and choose Add new bank. Complete every field marked with an asterisk, or the invoice will not save.
Set the correct account currency. If the currency is wrong, you may lose money to conversion charges. Check with your bank if you are unsure.
You can save more than one account and pick which to use per invoice. New invoices default to the account used last.
Double-check your details every time. A payment sent to a wrong but valid account cannot be recalled, you would have to retrieve it yourself. If the account no longer exists, we can trace it back, but that takes three to four weeks.
Add your completed assignments
Your assignment pay is calculated for you. On the invoice, under Items in invoice, click Add more assignments to see your completed assignments (they appear a few days after the assignment ends). Tick the Select box next to the ones you want, then click Add to invoice. They drop into the invoice with the pay already filled in.
Add extras or agreed items (manual items)
For anything that is not a standard assignment, click New manual item and fill in:
Description (include the week, for example "Host tips, Croatia w32").
Quantity.
Quantity Price.
VAT percentage (leave at 0 unless VAT applies to you).
Use this for agreed extras, bonuses, or approved expenses such as travel. If you are not sure an item is claimable, check with the ops team first.
Upload a receipt or your own invoice
On the invoice page, use Upload invoice file to attach a receipt or your own invoice document. Accepted files: pdf, jpg, png, gif, tiff, doc, xls. Max 2MB.
UK VAT-registered? Our standard template is not enough. Send your own invoice showing: 1) your company or corporate ID, 2) your VAT number, 3) your business address, and 4) the VAT amount in GBP.
Which invoice does what go on?
Your standard assignment pay is invoiced to Quarterdeck automatically. Some assignments also come with extra costs that the company running the assignment has agreed to cover, for example food allowances or crew-yacht costs on a Yacht Week week, or the equivalent on an assignment with another operator. Those agreed extras go on a separate invoice for that company, kept apart from your Quarterdeck pay. If you are unsure which invoice something belongs on, ask the ops team and they will point you to the right one.
Submitting your invoice
When the invoice is complete, press Submit. This matters: an invoice left as Pending is prepared but not submitted, so it is not checked and not paid until you Submit. You can see the status (pending or submitted) in the Invoice details panel. Once submitted, our team is notified to review it, and you can still use Correct submitted invoice if something needs fixing.
Getting paid
We review submitted invoices and pay them in our weekly batch. Once a payment is made it shows in the Registered payments panel on the invoice. A complete invoice with the right bank details and any required receipts goes through without back-and-forth. Anything missing means we come back to you, which adds a week.
Common mistakes to avoid
Leaving the invoice on Pending (it is not paid until you Submit).
Wrong or outdated bank details, or the wrong currency.
Missing receipts on reimbursable expenses.
Splitting items across lots of small invoices instead of combining them.
Being UK VAT-registered and using the standard template instead of sending your own compliant invoice.
Claiming non-standard costs more than two weeks after they came up.