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Enago Recruitment Handbook

Welcome to the Enago family! We are happy to have you on board and look forward to a fruitful long
lasting relationship with you. To clearly understand the recruitment, payment, and taxation procedures
and to get a brief idea about our editing services, please read these introductory guidelines before
commencing with your documentation. We will share a detailed handbook after you are successfully
inducted into the system.

Happy Editing!
Team Enago

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
COPYRIGHT STATEMENT

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© Crimson Interactive (CI)

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
Table of Contents

Table of Contents

1. RECRUITMENT OF FREELANCE EDITORS .................................................................................................................... 4


1.1 Process ................................................................................................................................................................................. 4
1.2 Documentation................................................................................................................................................................... 5
Editor Form ................................................................................................................................................................................. 5
Bank Form.................................................................................................................................................................................... 6
Freelancer Agreement Form ..................................................................................................................................................... 6
Terms of Service Form............................................................................................................................................................... 6
Tax Compliance Documents ..................................................................................................................................................... 7
1.3 FAQ ..................................................................................................................................................................................... 9
2. ASSIGNMENT FLOW ............................................................................................................................................................... 10
2.1 Copyediting ....................................................................................................................................................................... 10
2.2 Substantive Editing .......................................................................................................................................................... 10
3. PAYMENTS AND INVOICES ............................................................................................................................................ 11
3.1 Payment Schedule ............................................................................................................................................................ 11
3.3 Invoice Details .................................................................................................................................................................. 12
3.4 Payment Method .............................................................................................................................................................. 13
3.5 Tax Implications ............................................................................................................................................................... 15
4. PREMIUMS AND DISCOUNTS......................................................................................................................................... 16
4.1 Premiums ........................................................................................................................................................................... 16
4.2 Discounts ........................................................................................................................................................................... 16
4.3 FAQs .................................................................................................................................................................................. 18

All material in this document is the intellectual property of Enago. The use of information and content in this document in whole
or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
1. RECRUITMENT OF FREELANCE EDITORS
1.1 Process

The process of recruitment is transparent, objective, and designed to recognize applicants who match
the quality expectations of our clients.

1. Depending on the volume of work we receive from clients, we may need to recruit more freelance
editors for our database.
2. The Recruitment Coordinator posts ads on various websites and editorial associations detailing our
requirement and the application procedure.
3. Alternatively, even when a recruitment drive is not underway, you can submit an application to be
considered for the position of copyeditor/substantive editor by emailing freelance@enago.com
4. The ads posted by the recruitment coordinators specify the expertise we require within the
following subject areas: Biosciences; Medicine; Physical Sciences and Engineering; Finance,
Business and Law; Arts and Humanities
5. The applicant can send an up-to-date CV and a covering letter to freelance@enago.com and
include the following details in the cover letter:

 Post applied for (Copyeditor/Substantive editor/Both)


 Subject expertise
 Turnaround time (words/day)
 Rate per 1000 words (in USD) for copy and substantive editing
 Years of experience in editing
 Any other relevant information
5. The applicant will have to undertake a small sample test (not more than 1000 words).
The instructions for editing the sample will be appended with the sample.

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
6. Please note that the sample is not entirely representative of the work our editors receive
and is targeted at skill assessment only.

7. The representative samples of the type and extent of editing that Enago requires will be
attached along with the sample test and applicants can quote pay rates according to the
representative samples—not the test sample, as the test sample is for skill assessment only.

8. Applicants will be recruited on the basis of the sample evaluation. The evaluation is done by the
senior members of our Freelance Quality Team, with a view to identify those applicants whose
editing skills match the requirements of our clients. The decision of our Freelance Quality Team is
final, though we may consider a review in rare cases.

9. Once an applicant passes the test, a formal recruitment email is sent detailing the forms that
need to be filled by the applicant to get inducted into our database. The documentation
required (specified in detail in the next section) is spelt out in that email.

10. After all the forms are checked and verified, the applicant will be successfully added to our
database. We shall send the first assignment as soon as we receive a request from the client
for editing in the editor’s chosen subject area(s).

1.2 Documentation

We are established in three countries India, Japan, and USA. We have accordingly structured our
documentation and payment process. We maintain the following documentation for each editor in
our database. This documentation is held securely, and access is limited on a need-to-know basis.

Editor Form

https://www.enago.com/ssl/editing/editorbrief/editorformssl.htm

This is an online form that you are required to fill at the time of recruitment. We understand that
information security and privacy is important to you, and all information that you submit to us
through this form is sent to our secure internal servers for processing. This form is 128-bit SSL
protected, and all information entered in this form will be used for our recruitment and induction
purposes only and shall not be shared with any external party for any reason.
Among other details, this form records your:
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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
1. Personal details and contact information
2. Information on turnaround time
3. Qualifications, and experience with style guides & file formats
3. Fee details

Bank Form

https://www.enago.com/ssl/editing/editorbrief/banktransferfrmssl.htm

All information that you submit to us through this form is sent to our accounts team for processing,
through secure internal servers. This form is 128-bit SSL protected, and any information entered in this
form will be used for transactional purposes only and shall not be shared with any external party for
any reason. This form records bank account information that we need to remit payment to you. Please
enter all information correctly and carefully, including information about correspondent banks (SWIFT)
and relevant bank routing codes (IBAN, routing information, etc.).
Before filling out this form with your account details, please verify with your bank if the branch where
your account is held accepts international wire transfers. Not all banks accept international transfers,
so it is important that you verify this in advance. In addition, if your bank uses an intermediary or
correspondent bank to route international wire transfers, complete routing details must be provided
accordingly.

Freelancer Agreement Form

The Freelancer Agreement Form is sent as an attachment in the email. Please scan the completed
Freelancer Agreement and send a copy to us. In case we need a hard copy, we will contact you.

Terms of Service Form

The TOS is also sent as an attachment in the email. This document constitutes the terms on which
your association with Enago is based upon. Please read through this document carefully.

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
Steps for sending the Terms of Service and Freelancer Agreement Form:

1. Print out, sign in person, scan the Terms of Service and Freelancer Agreement forms, and send us
the scanned file (JPG, PDF, or PNG format)
OR
2. Affix an electronic signature and send us back the Terms of Service and Freelancer Agreement

We cannot begin allocation of assignments to you until we are in receipt of the signed forms
(Freelancer Agreement and Terms of Service).

Tax Compliance Documents

As per the Internal Revenue System (IRS) requirements, please share with us the soft copy of the below-
mentioned documents as applicable:

For freelancers residing within USA and outside USA except

(a) Freelancers residing in Japan & with a bank account in Japan

(b) Freelancers residing in India

Form W9 (For US citizens or people residing within USA and for companies/firms with establishment
in USA):

Please download the form and instructions here:


http://www.enago.com/ssl/editing/editorbrief/W9form.pdf
http://www.enago.com/ssl/editing/editorbrief/W9instruction.pdf

As per taxation norms in the USA, freelancers are required to fill the W9 form (for Individual, Company
and Firm). This form acts as a self-declaration and you have to mention the tax identification number
and other details as required.

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
Form W8BEN (For people residing outside USA):

Please download the form and instructions here:


http://www.enago.com/ssl/editing/editorbrief/W8BEN.pdf
http://www.enago.com/ssl/editing/editorbrief/W8BENinstruction.pdf

As per taxation norms in the USA, this is a self-declaration document required to be filled by freelancers.
Guidelines to fill the form are as follows:
• PART - I Freelancers should mention their personal details
• PART - II point no. 9 Freelancers should mention their country of residence
• In PART - II point no.10 Freelancers should mention Article of DTAA. Freelancers need to check their
country’s Article of DTAA and mention it in the form (Check below link for DTAA details). In case the
country of residence is not listed, please mention N/A [Not Applicable] in the Article field. Also, in the
rate field 0% should be mentioned.
• PART - I point no. 6  It is compulsory
You need to send this document every year (calendar year).

Form W8BENE (for companies/firms with establishment outside USA):

Please download the form and instructions here:


http://www.enago.com/ssl/editing/editorbrief/W8BENE.Pdf

http://www.enago.com/ssl/editing/editorbrief/W8BENEinstruction.pdf

As per taxation norms in the USA, a separate self-declaration document is required to be filled by
freelancers. Guidelines to fill the form are as follows:
• PART - I Freelancers should mention their personal details
• PART- I point no. 9 (b) It is compulsory
• PART - III point no. (a) Freelancers should mention their country of residence

• PART III point no. 15 Freelancers should mention Article of DTAA. Freelancers need to check their
country’s Article of DTAA and mention it in the form (check below for DTAA details). In case the country

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
of residence is not listed, please mention N/A [Not Applicable] in the Article field. Also, in the rate field
0% should be mentioned. Rest of the details should be filled as per the applicability as mentioned in the
form. You need to send this document every year (calendar year).

Note:
(1) Along with forms W8BEN or W8BENE, we also require a self-declaration letter. Please download the
form here: http://www.enago.com/ssl/editing/editorbrief/selfdeclarationform.doc
(2) List of countries and their respective Articles of DTAA.
Please download the form here: http://www.enago.com/ssl/editing/editorbrief/USDTAA.xlsx
(3) You need to send this document every year (calendar year).

1.3 FAQ

FAQ: Why do you need all this information just to send me money? What are all those codes?

The following information is collected in the Bank form:

1. Account Name: This is the name the bank account is held under and associated with, e.g., John
Smith. Please do not enter the type of account here, e.g., Checking, Saving, Personal, etc.

2. Account Number: The number that identifies the account to the bank and to all other parties

3. Bank Name: The name of the banking institution, credit society, or building society where the account
is held

4. Bank Address: The address of the branch where you hold the account

5. Swift Code/IBAN Code/Routing Number: These are codes used internationally to route wire
transfers. Please ask your bank’s local branch where you hold the account to supply these codes
(whichever is available)

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
2. ASSIGNMENT FLOW
2.1 Copyediting

The file is sent to you with the relevant details and deadline by email. If the file size is large, you
may need to retrieve the file from a downloadable link provided in the email.

Reply to the email to confirm the deadline and the assignment.

Refer to the Service Checkpoints for Copyediting.

Edit the document and upload the completed file by the deadline.

If the author has any specific questions about the assignment or the comments made by you, they
will be sent to you by email.

2.2 Substantive Editing

The file is sent to you with the relevant details and deadline by email. If the file size is large, you
may need to retrieve the file from a downloadable link provided in the email.

Reply to the email to confirm the deadline and the assignment.

Refer to the Service Checkpoints for Substantive Editing.

Edit the document and fill the Advance Report.

Upload the completed files by the deadline.

If the author has any specific questions about the assignment or the comments made by
you, they will be sent to you by email.

All material in this document is the intellectual property of Enago. The use of information and content in this document in whole
or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
We handle large volumes of work and cannot make pre-payments. Payment will be made on a monthly
basis. Our payment system is explained below.

3. PAYMENTS AND INVOICES

3.1 Payment Schedule

For work done in a particular month, the invoice should be sent by the 5th of the next month.
Payment will be made on or before the 10th of the following month.

Example:

Work done (billing month) Payment


Jan (1st to 31st) By 10th March
Feb (1st to 28th/29th) By 10th April

March (1st to 31st) By 10th May


April (1st to 30th) By 10th June

3.2 Payment Process

Date Payment
We will email you the following information:
First ASN# for the month as per upload time in IST
Last ASN# for the month as per upload time in IST
If you have completed fewer than 2 assignments in the month, the above
2nd of every month
data may not be available
(Note: In busy season, we may not be able to send these notification
emails on the 3rd of the month. Even if you do not receive an email, please
go ahead and send us the invoice)
By 5th of every month Upload your invoice here:
https://www.enago.com/ssl/editing/editorbrief/invoicesubssl.htm

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
** Read INVOICE DETAILS below
**Also, select your preferred mode of payment when you fill this form.
Read PAYMENT METHOD and TRANSFER CHARGES for more
details
By 20th of every month We will cross check your invoice with our records and contact you in case of
any mismatch
Payment will be done by your preferred mode on or before the 10th of the
By 10th of the next month
next month

3.3 Invoice Details

1. Please bill (Invoice) according to our payment structure.

(A) From India/Japan:


(i) Freelancers with bank accounts in India
(ii) Japanese freelancers residing in Japan and with bank accounts in Japan
Billing should in the name of:
Crimson Interactive Pvt. Ltd.
1001, 10th Floor, Techniplex-II, Goregaon (W), Mumbai, 400062. Phone: +91-22-6193-5000
Please download the form here:
http://www.enago.com/ssl/editing/editorbrief/Invoicetemplateindia.doc

(B) For Others:


(i) Freelancers residing in countries other than India
(ii) Japanese freelancers residing in Japan and with bank accounts out of Japan
Billing should in the name of:
Crimson Interactive Inc.
160 Greentree Dr, 101, Dover DE 19904, USA. Phone Number: +1 877 712 2177
Please download the form here:
http://www.enago.com/ssl/editing/editorbrief/Invoicetemplateother.xls

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
2. Your payment is processed only on receipt of the invoice. Please upload your invoice on
https://www.enago.com/ssl/editing/editorbrief/invoicesubssl.htm by the 5th of the billing month
for all the documents you have completed in the previous month (e.g., send invoice for jobs
completed in February by March 5)
3. Non-submission of invoice before 5th of the month will result in deferment of payment till the
next month.
4. The invoice should be submitted irrespective of the volume for a particular month.
In your invoice for a particular month, please include only those assignments that have been
completed by you in that calendar month. Please note that the date and time of upload in IST
should be used to ascertain this is especially relevant for assignments completed towards the end
of a month or when assignments are confirmed in one month but completed in the next.
When we offer you an assignment, your fee is computed (as per the word count) in USD/INR to
two decimal places (e.g., $0.00). Please quote this exact amount in your invoice. Similarly, the
total invoice amount should be computed to exactly two decimal places. Please do not
approximate or round off totals.

3.4 Payment Method

1. India (Freelancers with bank accounts in India and PAN): The payment will be processed through a
cheque. The cheque will be deposited to your account. This will be a domestic transfer, and there won’t
be any bank charges. You will receive full payment.

2. Japan (Freelancers residing in Japan with bank accounts in Japan): The payment will be processed from
our Japan subsidiary to your bank account in Japan. This will be a domestic transfer, and there won’t be
any bank charges. You will receive full payment.

3. Others (Freelancers residing outside India and Japanese freelancers residing in Japan but with bank
accounts outside Japan): There are two categories:
(A) Freelancers with bank accounts in the USA: The payment will be processed from our USA account to
your USA bank account. This will be a domestic transfer, and there won’t be any bank charges. You will
receive full payment.
(B) Freelancers with bank accounts outside the USA: In consideration of bank charges, we have kept two
modes of payment for this category. For more details refer point no. 3.5 Transfer Charges
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(i) Payment below 400 USD will be processed through PayPal
(ii) Payment above 400 USD will be processed through bank transfer
Where payment is processed from the USA to other countries, this will be considered an international
transfer. For receiving remittances from foreign countries and in some foreign currencies, the bank may
have a standing agreement with another bank (called an intermediary bank) that processes and routes
the payment. Banks choose to negotiate agreements with multiple “intermediary banks,” depending on
the currency used and the types of services outsourced.

Correspondent Bank/Intermediary Bank


Example: An Australian bank receiving wire transfers in USD will usually designate a correspondent bank
in USA to route such payments and act as an intermediary.
Please check if your bank uses such an arrangement. If so, please provide the correspondent bank
details (SWIFT code) to us. Please note that without the SWIFT code the outward remittance will fail
and the payment will be returned to our account.

Transfer Charges
Although wire transfer is a more cost-efficient way of remitting payments internationally than PayPal, we
request you to note the following information carefully.

Banking institutions charge transaction fees for international wire transfer. These can be classified into:

1. Sending charges: Levied by the sending bank (our bank). We bear these charges completely.

2. Intermediary bank charges: Levied by the intermediary or correspondent bank. These are generally in
the range of USD 20–35 per transaction. As these are levied after the payment has already been
processed by our bank, we cannot bear these charges. You will need to bear these charges (your account
statement will show a corresponding deduction in the amount remitted though not the charge directly)
3. Recipient bank charges: Levied by the recipient bank (your bank). You are required to bear these
charges to accept international wire transfers, which are generally in the range of USD 5–12 per
transaction. These charges are separately indicated in your account statement.

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
Example:

Amount Remitted: USD 1000


Sending bank fees: USD 30
Total cost to Enago: USD 1030
Intermediate bank fees: USD 20
Recipient bank fees: USD 12

How the transaction will appear in your statement (may vary with bank):

Transaction Amount Credited Amount Deposited Balance

International Wire Transfer 980.00 980.00

Transfer fees (12.00) 968.00

Please note that the intermediary bank fees are not shown in the statement, since these are deducted
before the payment reaches the recipient bank.

4. PayPal charges: PayPal charges a 4% transaction fee for every transaction.

3.5 Tax Implications

1. Payment processed from India: TDS will only be deducted when your total amount exceeds INR
30,000 in a financial year. We will issue a TDS certificate on a quarterly basis against the deducted tax
and it can be presented to the income tax department when you file your income tax returns for the
year. Accordingly, you can claim a rebate for the amount deducted as per your tax liability.
2. Payment processed from Japan: For Japanese freelancers, 10.21% withholding tax will be deducted.
At the year-end we will provide you with a tax deduction certificate for the amount deducted. You can
claim your tax exemption from the NTA (National Tax Agency).
3. Payment processed from the USA: For payments processed from the USA, there will not be any
withholding tax. At the year-end we will share Form 1099.

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
4. PREMIUMS AND DISCOUNTS

4.1 Premiums

One of the reasons we work with a “per 1000 word” payment system is that the assignment fees are
calculated in the assignment email itself, and further negotiation is not required. This optimizes both
your time and ours, and lets us concentrate on the work at hand, while still assuring that you are
adequately compensated for your work.

The pay rate is mutually agreed upon between you and Enago is based on the following observations
borne from our experience:
1. On copyediting assignments, editors edit at a rate of 1,000 words per hour on an average
2. On substantive editing assignments, editors edit at a rate of 500–600 words per hour on an
average

3. The assignments you receive will be a balanced mix of those that are well written, written at an
average level, and poorly written (with consequent variation in editing time)

4. Most assignments you receive will be sent with deadlines calculated as per the turnaround times
you specify
5. However, in rare cases:
 The deadline given will be very tight. 

 The client requirements represent significant additional effort, or the level of writing
is abysmal. 

In these cases, we will offer a premium over your usual rate, at our discretion. The
assignment email will clearly mention the percentage of premium offered, the reasons
thereof, and the fee details with the premium. 

4.2 Discounts

Clients usually ask for discounts of the following types, and hence, we will ask for proportionate
discounts (see percentage values below) from you:
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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
1. Large Word Count Discount: An assignment with a large word count usually takes less time to
edit. Hence, we ask for a 20% discount from you on assignments that have a word count of 8000
words or more.

2. Re-edit Discount: A client may make minor changes in a document that has already been edited
and submit it for re-edit. Ideally, all such assignments should be re-allocated to the editor(s) who
edited the original documents. Since the documents have already been edited once, they usually
take a significantly less amount of time for re-edit, and hence, we ask the editor(s) to do the re-
edit for a fee that is 50% of the original edit fee. If however, the original editor is not available to
take up the assignment, we allocate it to another editor and ask for a 25% discount on the
original edit fee.

Note:

The challenges faced by ESL authors are primarily centered on their poor command over English, and
their lack of adequate funding/sponsorship. Often, these authors make minor corrections/updates to
their documents and submit them for re-edit due to their inability to do so before the first submission.
The extent of re-edit is usually very minor. It is with this client-focus that we have chosen to extend the
aforementioned Re-edit Discounts to our clients.

Quality Systems

Enago’s Quality Management Systems are ISO 9001:2008 certified. At the core of our quality
commitment to our clients is “trust.” We have defined processes and protocols that monitor quality at all
key checkpoints to enable us to honor this commitment. Our team of Quality Control Associates
publishes periodic performance reports to help identify root causes of issues so as to not let them
resurface. Needless to say we take client feedback very seriously, more so with ESL authors who may
question our editing services based on a small number of oversights. For every valid client complaint, on
either quality or deadline, we may resort to any of the following settlement options with you depending
on the severity of the complaint:
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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
a) Penalty up to 50% of the original fee
b) Free re-edit
c) Not be compensated for the assignment

This is a step towards winning a dissatisfied client’s confidence back into our editing services. Do note
that we do not impose penalties for all client complaints. All complaints are duly validated, and penalties
are asked for in case of valid complaints only. For other complaints, feedback is provided to better set
expectations where necessary. We look forward to your understanding and cooperation.

Note:

The aforementioned penalties are not mandatory. It is in the best interest of the business that we offer
these discounts to our clients. If asked to provide a discount, an editor is always given a chance to discuss
it with his/her Project Manager or Freelance Quality Team to facilitate a fair assessment. No penalties
will be availed without the editor’s consent.

4.3 FAQs

FAQ: Why is there a 40-day delay in payments?

The delay reflects the payment cycle at the client end – for an assignment completed in January, we
invoice the client in February and the client is required to pay us by March.

Since most of our clients use public money to pay us (university funds, government grants, etc.), they
need to submit detailed invoices to the funding source (university, local or national body, grants
commission), and hence, cannot make prepayment.

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE
FAQ: Why are exact figures required? Why can’t I just round them up to the nearest dollar amount and be
done with it?

We’re sorry for the inconvenience caused by our insistence on exact figures to two decimal places.
However, banking rules and regulations (and our own auditors) require exact matching of invoice
amounts with the amounts remitted. Since our assignment emails always specify the dollar amount to
two decimal places, please use these exact amounts while preparing your invoice.

If you’re unsure as to how to do this, our Accounts Department will be glad to help – please email them.

FAQ: What’s the logic behind the $400 limit for PayPal payments? Is there any specific reason why I can’t
get you to send a higher invoice amount to me through PayPal?

PayPal charges a 4% transaction fee for every transaction. The greater the amount remitted, the bigger
the fee gets. Banks, on the other hand, usually charge a standard fee per wire transfer that is
independent of the amount of the remittance (usually $20-35, but rarely banks will use a sliding scale).

Therefore, as the amount remitted gets larger, the PayPal fee increases, but the bank fee remains the
same. Hence, we prefer bank transfer for large payments.

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or in part is forbidden unless express permission has been given in writing by Enago. © CRIMSON INTERACTIVE

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