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Your pre-invoices can be accessed in the Acolad Partner Portal.

Due to intermittent high workloads, our teams may not always confirm receipt of invoices promptly. We appreciate your understanding in this matter.

Under normal circumstances, your pre-invoice for all tasks completed in a month will be issued by the 5th of the following month (though there can be delays in rare cases). If you ever fail to receive a PI, please contact your PM so that they can check with the PI team of the relevant Acolad entity.

Each pre-invoice includes an accounting email address. Please send your invoice to that same email.

Please contact the PI address

A purchase order (PO) is issued for every project. In some of our legacy systems (e.g., Transplicity), you can submit your invoice based solely on the PO you receive.

However, other systems (e.g., Tempo, escapee) also issue a pre-invoice (PI) for projects assigned through those systems. In these cases, you must attach your PI to your invoice so that Acolad can process your payment correctly.

Yes. For projects assigned through systems that issue a pre-invoice, you need to wait for your monthly pre-invoice before submitting your invoice.

No. You will need to wait for your monthly pre-invoice, which should be issued no later then the 5th of the following month). E.g., the pre-invoice for March will be issued by April 5th. Please note that in rare cases the PI can be delayed until shortly after the 5th.

Due to differences in national regulations regarding invoicing and payments, a unified invoicing template is not currently available. You can find the invoicing information for the relevant Acolad entity here.

If there is no template for the intended entity, please use the Acolad US template by adapting the address information accordingly and send it to the corresponding accounting team indicated on your pre-invoice.

Yes, if you have been using your own invoicing template you may continue to do so, as long as it as been accepted by our accounting teams

No, you only need to include the relevant pre-invoice number, as your pre-invoice lists the tasks to be invoiced. Please be sure to submit your invoice along with the PI so that everything is clear for our accounting team.

Your pre-invoice is issued once a month and includes all tasks you have completed for a particular Acolad branch that month.

Each Acolad entity and branch in Tempo issues their own PI (e.g. Acolad Inc., Acolad Ireland and Acolad Life Science are 3 different branches belonging to the entity Acolad US). If you have worked for multiple branches in a given month, then you will receive a corresponding number of PIs – and you will have to submit a separate invoice for each.

Please be sure to address your invoice to the correct accounting team (which appears on each PI). If anything is still unclear, you can always contact us to discuss your PI.

Regarding your invoices for Tempo projects, you only need to list the PI number and the total payment amount (no PO numbers necessary). However, when submitting invoices for Transplicity projects (which have a different invoicing template), you do need to list each PO number.

Our accounting team’s payment notes list your invoice number(s) under “Assignment”.

If you are a transcriptionist, please submit all invoices to accountingus@acolad.com – you do not need to include anyone else in CC. Please note that you will not be sent a confirmation that your invoice was received, but the accounting team will reach out if there are any issues with your invoice. Under ideal circumstances, you should receive a response to queries submitted to accounting in roughly 1-2 business days.

Despite Ubiqus integration into Acolad, all invoicing templates remain the same. Please carry on using the same invoice template(s) you had been using for Ubiqus.

If you are a transcriptionist and need to make any changes to your bank details or payment method, please reach out to our accounting team at accountingus@acolad.com.

You can find useful information about Acolad invoicing at our Vendor Training Center.

No, pre-invoices are automatically sent to the main contact we have for you on file.

Bank fees for amounts less than 50 EUR/USD can be considerable, for both you and Acolad. To saves you and Acolad on per-transaction bank fees, we recommend bundling invoices to achieve larger sums.

Currently, there is no fixed payment schedule for transcriptionists similar to what Ubiqus used to provide. While it may not be possible to precisely predict the date you’ll receive payment, you can use our new payment terms ("net 45 end-of-month") to estimate the relevant payment window.

The current payment term for transcriptionists is referred to as “net 45 end-of-month”.

From the updated payment terms:

“All invoices will be subject to a 45-day payment period, which runs from the 15th of the month to the 30th of the following month. Because we issue all payments at the end of each month, the actual date of payment will be at the end of the month in which the 45-day term expires.”

NOTE: Please keep in mind that the time period is 45 calendar days, not just business days.

Example: If you invoice before or on the 15th of March, then you will receive your payment on the last business day of April. If you submit your invoice on the 16th of March or later, the payment will be received on the last business day of May. You can feel free to backdate by a couple of days if you miss the window.

If you do work for one of our Acolad companies based in France, Italy, Spain, Portugal or Latvia and you do not live in one of those countries, a TRC is required

No, Acolad will not reimburse you for any costs related to the TRC. However, you may be able to deduct these costs from your taxes as a business expense (please check with your local tax authority for confirmation). 

The date of validity on your TRC should match the relevant payment date, NOT your invoice date or assignment date! 

No, you must provide a new TRC every year.

Sample TRC documents can be found easily on the Internet. However, if you are unable to find this information, please contact us at trc@acolad.com as we can provide samples for most of the countries where our partners are based.

You can see which entity a job came from (Acolad Inc., Acolad France, etc.) in the Partner Portal and on each Purchase Order (PO). You can also find this information as a two-letter prefix on your PO number, which is also displayed on the initial email you receive inquiring about your availability for the job. 

Example: TF-BCN2412006-002 (In this case, “TF” is the prefix for Acolad France, which is the entity that sent the job.) In the Excel document entitled Acolad Invoicing Information located in our Vendor Training Center, you can find invoicing details for all Acolad entities, including the prefixes for identifying which entity has issued your PO, associated email addresses, physical addresses, VAT number, etc.

The TRC must include the validity period, vendor’s name, and a certificate of the Double Taxation Treaty signed between the vendor’s country of residence and the country where the relevant Acolad entity is located.

The TRC is not necessary if you haven’t performed any work during the year in question. However, please bear in mind that we cannot issue any payments to you without a TRC. This means that if you receive your first project in the middle of the year, you will still have to provide a valid TRC to be paid. Your payment could be delayed while you file the necessary paperwork in such cases. 

Yes, you are still required to submit a TRC for the work you perform for Acolad in the countries that require the document.

No, you must submit the TRC itself.

We strongly reccomend written communication on this topic. However, if we are unable to sufficiently resolve your query, you can request a phone call by contacting us at trc@acolad.com and listing your open questions.

Please reach out to trc@acolad.com for information on your specific case.

Withholding Tax is a kind of income tax paid by the income payer instead of the recipient of the income. In this case, the applicable tax is withheld (deducted) from the amount paid to the recipient.

If you are unwilling or unable to provide a TRC, Acolad will deduct WHT from your invoice amount. In such cases, we will ask you to confirm if you agree with the deduction before we proceed.

If you cannot provide a TRC, you can request that we pay your invoice and deduct the WHT.

Because this is a very specific situation, please reach out to trc@acolad.com for more information on your case.

Please bear in mind that we cannot issue any payments to you without a TRC. This means that if you receive your first project in the middle of the year, you will still have to provide a valid TRC to be paid. Your payment could be delayed while you file the necessary paperwork in such cases. 

Please reach out to trc@acolad.com for more information on your specific case.

Because this is a very specific situation, please reach out to trc@acolad.com for more information on your case.

No, a TRC is only required if you work for an Acolad entity that is based in a country where you do not live in. However, in your case it might be necessary to submit a URSSAF certificate.

For a refresher on general TRC information, please see here.

Yes, that is correct -  "Tempo" refers to the Acolad Partner Portal, and "Transplicity" refers to the GCMS portal.

Please contact us at vendormanagement@acolad.com, and we'll open a service ticket for you.

You'll receive the option to reset your password with your next active job offer – you should then be able to log in with no further trouble.

This feature is not currently available in the Partner Portal, but we may offer it at some point in the future.

This feature is not currently available in the Partner Portal, but we may offer it at some point in the future.

No, please write to vendormanagement@acolad.com to update your rates.

It’s great that you’re interested in working with Acolad!

The application process is fairly simple: you can complete it online by filling in the form, which contains all the information that we need to consider your application.

If your profile matches our recruitment needs, we will be in touch to discuss further steps.

We look forward to reviewing your application soon!

As of February 2023, you can now activate your Partner Portal account directly from the Partner Portal homepage, an activation link is no longer required, and you do not have to wait for the first request in the system.

Simply click on the “Forgot your password or first time user” link in the Partner Portal.

You will then receive an email to activate your account and set your password.

Alternatively, you will still be able to create your account when you receive the first request, as has been the case previously.

If you have any other questions, please feel free to reach out to us.

Acolad has an internship program, with spots opening up on a regular basis.

If you would like to be considered for a position as an intern with us, please let us know which position you have a genuine interest in, and our HR department will get in touch with you to provide further details.]

Thank you for your interest in working with Acolad!

At the start of 2022, Acolad implemented a variable payment structure for MTPE tasks. Under this model, discount rates for MTPE are calculated and periodically updated based on the relevant language combination, domain, and client – as well as the evaluated quality and productivity improvement potential relating to the MT engine being used. These discounts were most recently updated as part of our annual review of MT efficiency.

For more detailed information about our MTPE processes – or answers to the frequently asked questions on this topic – feel free to browse the MTPE resources we have made available in our Vendor Training Center.

Acolad group has implemented a variable payment structure, and we are integrating all accounts into this model. Each discount rate is based not only on language combination, but also on the evaluated quality and productivity improvement of the particular engine used for the job. While post-editing distance (PED) is the primary aspect of this evaluation, human evaluations are also a crucial part of Acolad’s MT Benchmark Study. Engines are re-trained and re-evaluated multiple times per year, and Weighting Coefficients (discounts) are re-established based on the quality assessment of the MT outputs.

Your PO will reflect the specific discount that was applied for the project at hand. 

Acolad does not negotiate MT discounts.