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Finance

Workspace balance


Your workspace’s balance is shown on the ‘Finance’ tab in the left sidebar and at the top of the Finance page. This balance represents the total funds available to launch new studies.mceclip0.png

 

On the Finance page, click the 'Details' tab to see the breakdown of your balance. 

mceclip1.pngPlease note you can’t share funds between workspaces or transfer funds from one workspace to another.

 

Workspace owner name and address


Every workspace must have a legal owner (name and billing address). This will show on all documents generated from the workspace.  

 

To view the name and billing address registered to your workspace:

  • Select the ‘Finance’ tab in the left sidebar
  • Under the 'Legal Identity' header, check the ‘Name and address’ field 

Before adding or changing billing details, check you are in the correct workspace. Read more about how to change between workspaces here

 

If your workspace doesn’t have a billing address, you’ll see a prompt to add one before you can add money to your account.

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To add a billing address to your workspace:

  • Select the ‘Add’ button next to ‘Name and address’.
  • Add your billing details in the popup window and select ‘Apply’.

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If you already have a billing address on your account you can change it using the ‘Edit’ button.

You can only update the billing address on a workspace if:

  • your workspace balance is nil;
  • your workspace has no active studies (studies that are published, but not completed); and
  • your workspace has scheduled studies (studies that are scheduled, but not published)

If the above conditions are not met you’ll receive an error message. Delete any scheduled studies or complete any active studies, and you’ll then be able to try to update the address again.

 

Workspace VAT number


Your workspace may need to have a VAT number to make sure VAT is treated correctly. Read more about the impact of adding VAT a number here.

Before adding or changing VAT details, check you are in the correct workspace. Read more about how to change between workspaces here.

You can see if a VAT number is registered to your workspace on the Finance page. To do this:

  • Select the ‘Finance’ tab in the left sidebar
  • Under the 'Legal Identity' header, check the ‘VAT number (optional)’ field Screenshot_2022-04-11_at_09.51.16.png

If you need to add a VAT number to your workspace:

  • Select the ‘Add’ button next to the ‘VAT number (optional)’ label
  • Add your VAT details in the popup and select ‘Apply’

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To edit your VAT number, select ‘Edit’ next to your current VAT number.

You can only change the VAT number on a workspace if:

  • your workspace balance is nil;
  • your workspace has no active studies (studies that are published, but not completed); and
  • your workspace has no scheduled studies (studies that are scheduled, but not published)

If the above conditions are not met you’ll receive an error message. Delete any scheduled studies or complete any active studies, and you’ll then be able to try to update the address again.

Topping up a workspace


You can add funds to a workspace via the following options:

  • Credit/Debit card
    • This is the fastest way to top up your workspace. Funds paid via this method will be added to your balance and available for use instantly.
  • Bank transfer
    • Payments by bank transfer may take up to 3 working days to be reflected on your workspace balance. We will provide the relevant bank details to top-up in your workspace currency (£GBP or $USD). If you wish to make a transfer in a different currency, read here.
  • Request invoice
    • Invoices can be paid by credit/debit card or bank transfer, as above.

Please note that some banks/card providers may impose additional charges for international transfers or payments. Get in touch with your bank for further information about transfer fees.

We cannot accept payments by cheque.

Steps to top-up:

Before adding or changing VAT details, check you are in the correct workspace. Read more about how to change between workspaces here.

  1. Select the ‘Finance’ tab in the left sidebar
  2. Click the ‘Add money’ button

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If the ‘Add money’ button is greyed out, you may need to add a billing address and VAT number to the workspace before topping up. Find more about how to do this here.
  1. You will now see a pop-up window called ‘Top-up account’. There are three tabs at the top to choose your payment method;
    1. Credit card
    2. Bank transfer
    3. Invoice

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Top up via Credit card

  1. Select the ‘Credit card’ tab
  2. Enter the amount you want to top up and your credit or debit card details in the fields provided. Please check that the billing address shown matches the billing address for the card you are using. If not, please amend them to match.
  3. Click 'Top up'.

Once the top-up is complete the funds will be added to your workspace’s balance straight away, and you’ll find an invoice under the ‘Invoices’ section of the Finance page.

If your top-up fails, read about why this might have happened and how to resolve it here.

Topping up your workspace by bank transfer

  1. Select the 'Bank transfer' tab

  2. Here you’ll find all of the information that you need to make a bank transfer to Prolific.

    • The bank details provided will depend on your workspace currency and location. We use Transferwise and Lloyds Bank for bank payments.
  3. Transfer the required funds to Prolific in your workspace currency (£GBP or $USD) via your banking app/website using the details provided. If you wish to make a transfer in a different currency please read here.

    Remember to copy the reference number shown and include it in your transfer. This is how we pair incoming funds with your workspace.

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    The bank details you see may be different to those shown here. Please use the bank details shown in your workspace.

  4. Once you've sent the money via your banking app/website, select 'I've sent it'.

Once the top-up is complete the funds will be added to your workspace’s balance straight away, and you’ll find an invoice under the ‘Invoices’ section of the Finance page.

This will typically take up to 3 working days. If your transfer is not credited to your workspace within 7 days of payment, please contact our Support Team. Please provide evidence of the transfer that shows when the payment was made, how much was transferred, and the reference used.

Topping up your workspace by invoice

Invoices will be generated in your workspace currency (£GBP or $USD). If you need an invoice in another currency, read here.
  1. Select the 'Request invoice' tab

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  2. Enter the amount you want to top up

  3. If you have a Purchase order or reference number from your institution, please enter this in the box provided. We’ll display this on the invoice for you

  4. Please check the billing name and address shown is correct. If this is incorrect, you will need to update the billing address on the workspace before proceeding. 

  5. Click ‘Top up’

  6. We will then send the invoice to your Prolific account address. You can forward this to your institution as required. All details for paying the invoice by card or bank transfer will be included in that email

Your invoice will have a due date set as the following day. Don’t worry about this! You can still pay the invoice after that date. If you need an invoice for a new amount, generate a new invoice and disregard the original one.

Requesting a refund from a workspace


You are welcome to request to request a refund of unspent participant rewards from your workspace. Please note:

  • Any refund has to be returned via the original payment method and to the same account you used to top up (e.g. same credit card, same bank account).
  • Please make sure that all studies in the workspace are completed and all submissions reviewed before requesting a refund - we will not be able to return any amounts that are currently reserved for active studies
  • Amounts earned through referrals and other bonuses cannot be refunded. If you have claimed a referral bonus, you cannot get a refund of your original top up amount (up to £80 / $100).
  • Please note that Prolific’s service fees are paid in advance and are non-refundable (other than at our discretion).

In all cases, please contact our Support Team via the button at the bottom of this page and tell us how much of your unspent rewards you would refunded, and we'll take care of the remaining steps.

Workspace invoices


You can find a workspace’s full transaction history on the Finance page, under the ‘Invoices’ section.

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Here you will find:

  • An itemised invoice for each top-up detailing the top-up in terms of participant payments and service fees. These can be downloaded as proof of payment. Please see Study receipts for how to generate a receipt for an individual study.
  • If you have received a refund of any funds from your workspace, you’ll find a credit note/receipt here.
Please note: All documents will display the name and address of the workspace owner. 

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