Expenses & Getting Paid – FAQs

💰 How does paying people work?

When someone wants to be paid, they submit an expense through your Collective's page. After approval by a Collective admin and by OCE, the person can be reimbursed via PayPal or bank transfer (we use Wise for bank payouts).

Note: Expenses are publicly visible for transparency. However, personal details such as names, emails, and addresses are only visible to the submitter and Collective administrators.

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🧾 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.

How to submit an expense – Open Collective Docs

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🧾 Invoice or Reimbursement – which one do I need?

• Reimbursement: Use this when you've paid out-of-pocket. A receipt is required (must include vendor name, address, and tax ID). Order confirmations are not valid receipts.

• Invoice: Use this when you're requesting payment for services. A formal invoice is required, including contact details, tax info, and description of services.

Invoices vs. Reimbursements – OCE Docs

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🎁 Can I donate part of my Collective’s budget to a charity?

Yes. The beneficiary charity must submit an expense on your Collective's page and provide 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

Donations must be unconditional (no exchange of services). If a donation is made in exchange for something, it becomes a taxable payment.

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🔒 Are receipts and invoices public?

Only general information (amount, description, purpose) is public. Uploaded documents (invoices, receipts) are private — visible only to the Collective’s admins and OCE staff.

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📬 Need help?

If you need assistance with expenses or payments, just email us at [email protected].