Expenses & Getting Paid – FAQs
For the steps from planning a purchase to payment, start with the expense guide. This page answers specific payment questions.
How does paying people work?
Submit an expense through the Collective’s page. Expenses are reviewed by the Collective and OSE. If the sole administrator requests their own reimbursement, OSE can check the supporting documents and pay without a second approver on the Collective side.
We aim to start the payment within seven business days. These days count from when the expense is complete and approved, and the necessary funds have been received and are available. Bank processing time comes on top. This is a target, not a guaranteed date of receipt.
How do I get paid / reimbursed / receive my grant money?
Go to your initiative's page and click “Submit Expense”. You’ll need to log in (or create an account), then upload a valid receipt or invoice.
Invoice or Reimbursement – which one do I need?
- Reimbursement: Use this when you paid with your own money. You need a receipt that shows the vendor's name, address and tax ID. Order confirmations are not valid receipts.
- Invoice: Use this when you're requesting payment for services. You need a formal invoice with contact details, tax information and a description of the services.
Can we pay people for their time?
Collectives can pay service providers against a compliant invoice. This includes payment through a workers’ cooperative. Agree the work, price and dates with the Collective and submit the invoice through Open Collective for review. OSE does not provide a standard employment or payroll service. If an arrangement requires OSE to sign a specific contract, it must be discussed and accepted beforehand.
Which documents are needed?
Invoices must be addressed to the Collective or the person who placed the order. OSE acts only as the payer for these purchases. Collectives must not use OSE’s legal name or VAT number to have invoices issued.
Reimbursements require an invoice or receipt. A bank statement alone is not enough. See the expense guide and Invoices or Reimbursements?.
Can I donate part of my Collective’s budget to a charity?
Ordinary external donations may be made to identified nonprofit organisations after OSE has reviewed and approved the beneficiary, purpose and funding conditions. Contact OSE before committing or requesting payment. Other types of recipient require a specific assessment, and OSE does not promise to accept them. Once OSE has confirmed the arrangement, the beneficiary submits the request with the following documents:
- A donation request letter signed by one of their administrators, stating the amount and purpose of the donation
- Their incorporation document
- Their bank identification details
A donation is not the same as a payment for goods or services. It may still come with limits on how the money is used, and with reporting obligations. If a benefit or service is promised in return, discuss the arrangement with OSE before you go ahead.
Are receipts and invoices public?
The public budget shows an expense’s title, amount and public display name. Do not put sensitive information in the title. Attached receipts, detailed descriptions and payment details are not shown publicly. Who can see them depends on the information and the platform permissions. Access is not limited to OSE staff. See Open Collective’s reimbursement privacy guidance and expense-submission guidance.
Need help?
Use the comments on the expense for routine questions and follow-up. Expense comments are not public. The expense submitter, the Collective’s administrators and the fiscal host’s administrators can see them. For sensitive information that the Collective’s administrators should not see, email OSE directly at home@opensourceeurope.org. See Open Collective’s expense-comment guidance.