How engagements are structured and invoiced
Companies working with us are usually organizing budget around HR or operations, so clarity on billing matters early. This page explains, in general terms, how engagements are typically scoped and how invoicing works for corporate clients in Romania.
Two common ways companies structure the work
Project-based engagement
Best suited to a company preparing for a single hire or a small group arriving around the same time. The scope, deliverables (materials, translations, training sessions, buddy setup), and timeline are agreed in advance, and invoicing follows agreed milestones rather than hours worked.
Ongoing retainer
Suited to companies expecting a steady flow of international hires over the coming months. A retainer covers a defined monthly capacity of work, such as materials updates, periodic HR training refreshers, and buddy programme maintenance, invoiced monthly.
What appears on an invoice, and how VAT is handled
Invoices are issued to the contracting company, in RON or EUR depending on what is agreed in the engagement contract, and include a description of the deliverables covered, the applicable period, and any VAT treatment relevant to the client's registration status under Romanian tax law. Corporate clients registered for VAT in Romania or elsewhere in the EU can expect standard reverse-charge or standard-rate treatment depending on their situation, applied according to current Romanian fiscal regulations.
Payment terms are set out in the engagement contract before work begins, typically net 14 or net 30 days from invoice date. Any expenses tied to on-site work, such as travel between office locations, are itemized separately rather than folded into a flat project fee.
A few clarifications companies often ask about
Is there a written contract?
Yes. Every engagement, whether project-based or retainer, is documented in a written agreement outlining scope, deliverables, timeline, fees, and confidentiality terms before any invoicing begins.
Are fees fixed or variable?
Project-based work is typically quoted as a fixed fee once scope is defined. Retainer work is billed at a fixed monthly amount for an agreed capacity, with additional work quoted separately if capacity is exceeded.
Can invoices be issued to a foreign parent company?
In some cases, yes, if the contracting arrangement and VAT treatment are clarified beforehand. This is discussed and confirmed during the initial engagement setup, not decided after work has started.
What if the scope changes mid-engagement?
Scope changes are documented as a written amendment to the original agreement, with any fee adjustment agreed before the additional work begins.
Want a written proposal for your company?
Share a short description of your upcoming hires and we can outline how a project or retainer engagement might look.