Contents:
1. Where can I find my invoices?
2. How do invoices work on Prolific?
• Adding money and receiving invoices
• Creating an invoice before adding funds
• What happens if I’ve created an invoice, but my name or billing address is incorrect?
• Paying an invoice
3. What do the invoice statuses mean?
• What happens when my invoice is void?
• What is a credit note?
4. Can I get an invoice in a currency other than GBP/USD?

Where can I find my invoices?

  1. First, start by selecting your Workspace from the dropdown menu at the top of the page
  2. Next, click Finance in the left-hand menu
  3. Now, select Invoices
  4. This page is where you’ll find your requested invoice payments, invoices for added funds, and credit notes/receipts for any refunds. You can also:
    • Check payment amounts and details
    • Download invoices directly or have them sent to your registered email address

All documents found in the Invoices tab will display the details you have entered into your workspace name and office address.

How do invoices work on Prolific?

Invoices on Prolific serve as official financial documentation for funds added to your workspace. They are primarily used to:

  • Document and itemize the total amount added to your workspace
  • Break down the costs between participant payments (study rewards) and platform fees
  • Provide proof of payment for institutional reimbursement or accounting purposes
  • Track financial transactions within your workspace

It's important to note that invoices are generated based on funds added to your workspace rather than for individual studies. This means one invoice might cover the costs of multiple studies if you're using the same pool of funds.

Adding money and receiving invoices

Once you’ve added money to your workspace via credit/debit card or bank transfer, you'll automatically receive an itemized invoice. This invoice shows your purchase breakdown, including participant payments (study rewards) and platform fees.

Tip: If you’re looking to gather individual study documentation, you can generate study receipts instead. If you need separate invoices per study, we recommend adding funds individually before publishing each study.

Creating an invoice before adding funds

Requesting an invoice will generate an invoice that includes a breakdown of platform fees, study rewards, payment details,

  1. First, click Request an Invoice in the top-right corner of the invoice screen to generate a new invoice
  2. Enter the amount you want the invoice to be issued for
    1. You can also optionally enter an approval reference if required for your invoice request to track or validate the transaction.
  3. After entering all the necessary details, click Confirm to submit your invoice request.
  4. Finally, click Done to be taken back to your Finance homepage. From here, your invoice will be sent to the email attached to your Prolific account.

Any invoice you create is valid for 45 days. After this period, the invoice will be voided, and you'll need to create a new one. For more on this, check out ‘What happens when my invoice is void? below.

What happens if I’ve created an invoice, but my name or billing address is incorrect?

Your name and office address in your workspace settings determine what appears on your invoice.

Before creating your first invoice:

  1. Double-check your workspace settings to ensure your name and office address are correct
  2. Make any necessary changes before adding funds to your workspace

If you have never added funds to your workspace and noticed incorrect information on your invoice:

  1. Go to your workspace settings and update the incorrect information
  2. Create a new invoice with the correct details
  3. Leave the original invoice - it will automatically void after 45 days

What if I've added funds to my workspace?:

  • You cannot modify paid invoices
  • Your workspace name and address become permanent
  • If you need different billing details, you must create a new workspace

Paying an invoice

Before paying your invoice, please check the following:

  • Verify your workspace name and billing address is correct on the invoice
  • Confirm the total amount matches what you will be paying
  • Important: Include the bank transfer reference number when making your payment to avoid delays and ensure we match your transaction to your account

You can find all the relevant bank details for your payment at the bottom left of the invoice.

What do the invoice statuses mean?

There are four possible invoice statuses:

An invoice that has been paid is marked as Paid

An invoice that has been requested but not yet paid is marked as Pending

An invoice that remains unpaid for 45 days after creation is marked as Void

A credit note for a voided invoice is marked as Refunded

What happens when my invoice is void?

When an invoice goes unpaid for 45 days, the invoice will be marked as void.

When an invoice is voided, a credit note is created which shows that the balance on the invoice is no longer due. This credit note will be added to the voided invoice, and is also available on its own under the ‘Refunded’ status.

Note: We cannot cancel or manually void your invoices before the 45-day mark.

What is a credit note?

Credit notes are financial documents that some institutions require when an invoice is voided. Here's how they work:

  • When an invoice is created (e.g., for £20) and it goes unpaid for 45 days, the invoice becomes void
  • For some institutions:
    • A voided invoice alone is sufficient to show they no longer owe money
    • Others require a credit note - a separate document showing a negative amount to reduce the amount owed to zero

Can I get an invoice in a currency other than GBP/USD?

Prolific currently operates in GBP and USD, and invoices are generated in your workspace currency.

If you need an invoice in a different currency (GBP, USD, EUR, or AUD) before adding money, please contact us using the button below. When contacting us, please provide:

  • Workspace name
  • Desired currency
  • Email address
  • Amount to be invoiced

Note that regardless of the invoice currency, your workspace will be topped up in GBP or USD at the equivalent value of your payment.

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