Getting paid — invoicing
Short version: you never have to work out what to invoice. Twice a month we send you an e-mail that says exactly what to put on the invoice. You reply with the invoice, we pay it — incoming invoices are processed every Monday morning.
What gets paid, and when
- Every subitem has a price you see in Monday before you start. That price is what gets invoiced. If the work turns out to be bigger (the client added something), we create a new subitem with its own price or raise the price of the existing one. You will never be given more work for the same money.
- An asset is paid once the whole asset is COMPLETED — all its subitems approved. Your amount is the sum of the prices of the subitems you did on it.
- If we cancel an asset or hand it to another artist for reasons on our side (the client stopped the project or changed the brief), you are paid a proportional part for the work done.
- We pay for work that can be used. If an asset cannot be brought to an approvable state even after the supervisor's feedback, we treat it as not delivered: the asset is reassigned and we pay only for the part that is actually usable — which may be nothing. So take the supervisor's feedback seriously and speak up as soon as something is not working.
The invoicing e-mail — 1st and 15th
On the 1st and 15th of each month our system collects your completed assets and e-mails you, one e-mail per project:
- the period it covers,
- the project name, project ID and the amount for that project,
- the total to invoice in the project's currency — CZK, EUR or USD. Every project has one currency, set when it starts, and you invoice in that currency. There is no conversion and nothing to choose,
- a separate line for a bonus or a penalty, if there is one — in the same currency,
- a PDF Asset List with the assets behind the amount — this is for your check only, it does not go on the invoice.
Why the project's currency?
Our client pays for the project in that currency, so we pay you in the same one. If we converted twice — client currency to CZK, CZK to the currency of your choice — someone would carry the exchange-rate loss and rounding differences on every invoice. One currency across the whole project keeps your amount exactly what was agreed at the start, no matter how the rates move. Receiving EUR or USD is not a problem with most banks today (and services like Wise or Revolut give you a EUR/USD account in minutes).
If you work on two projects, you get two e-mails and send two invoices (one per project). Small amounts wait: if the total for a project is 1,000 CZK / 40 EUR / 45 USD or less, no e-mail goes out and the assets roll over to the next 1st or 15th. If the list is missing something or you disagree with an amount, reply to the e-mail before invoicing. Do not invoice anything that is not in the e-mail.
What the invoice must contain
Keep it short — copy the line from the e-mail:
| Item | Value |
|---|---|
| Supplier | You: legal name, address, your business ID (IČO / VAT number / tax ID of your country) |
| Customer | Fanatic Games s.r.o., Divišova 1584/9, Kylešovice, 747 06 Opava, Czech Republic — IČO 25868446, VAT ID CZ25868446 |
| Invoice number | Your own numbering — unique, never reused; our accounting rejects a number already used in a previous month |
| Issue date and due date | Due date = 14 days from issue |
| Line item | The project name + project ID and the amount in the project currency exactly as in the e-mail (e.g. Medieval project / project id: 2025011 — 1,520.50 EUR). If the e-mail shows a bonus or a penalty, put it on its own line. Do not list the individual assets. |
| Total | In the project currency, equal to the total in the e-mail. Do not convert to another currency |
| Bank details | Account holder = your legal name as registered with the bank; SWIFT/BIC always; IBAN for Europe, Turkey and UAE; account number + IFSC/routing for India, USA and other countries without IBAN |
VAT
- Outside the Czech Republic: no VAT. The service is supplied to a Czech VAT payer, so the reverse-charge mechanism applies — state it on the invoice as your local rules require.
- Registered for VAT in the Czech Republic: add Czech VAT to the amount.
No invoicing software? Any simple invoice generator is fine as long as the invoice has everything in the table above and comes as a PDF.
How to send it
Reply to the invoicing e-mail with the invoice as a PDF attachment. Nothing else is needed. Do not send invoices to other addresses — the reply is what our system picks up.
What happens next
- Our system checks the invoice against the e-mail (amounts, project IDs, currency, formalities). Invoices that do not meet the rules above cannot be approved — an invoice in a different currency than the project's is always sent back.
- The producer reviews it, usually within a few days.
- If something does not match, you get an e-mail explaining what to fix — correct it and reply again.
- Payment by bank transfer. Our accounting team processes incoming invoices every Monday at 8:00 Prague time (CET/CEST); the due date is 14 days from the issue date.
Good to know
- Your rate is individual and confidential — do not share it with other artists.
- A monthly retainer (fixed monthly amount) is a separate arrangement; this page describes the standard per-asset model.
- Questions about an amount or a missing asset: your producer. Questions about the work itself: your supervisor.