AIignment with your HR-team during any Onboarding-activity for freelancers and clients’ teammates is our preferred choice:

• Still there might be a different view on this topic by your or your leadership teams and we allow us to propose a second alternative at the end of this document.

Why is our proposal worth considering it?

1. Documentation Support:
   • We will collect necessary documents (passports, visas, contracts) together.
     • Ensuring compliance with local labor and immigration laws.
2. Coordination with Service Providers:
   • We will align about service options with visa consultants, travel agencies, and accommodation providers.
     • Measuring together the quality of services provided.
3. Cultural Integration:
   • We will organize cross-cultural training sessions.
     • Providing orientation about any workplace and local expectations.
4. Communication and Feedback:
   • We will act as a binary-point of contact for client’s teams or freelancers during onboarding.
     • Addressing any concern immediately avoiding delays.
5. Financial Oversight:
   • Both parties, client’s HR department and BERTRAMS will be aligned immediately on each team investment, before misunderstandings disrupt the projected team-search coming up during the digitizational concept or for the update and implemention of our binary-teams for the project itself.

Our best Practice proposal:

• Local Expertise: Partner with local service providers who understand regional requirements.
• Personalized Support: Tailor services to individual freelancer needs (e.g. travelling agents).
• Plan Ahead: Start the onboarding process early to avoid last-minute complications.
• Clear Communication: Provide freelancers with a detailed onboarding checklist.
• Feedback Loops: Continuously gather feedback from freelancers to improve processes.

Option 2: Allow Us to Charge for Additional Services

If you prefer not to handle these responsibilities directly, we will engage specialized service providers to manage the onboarding process. Below is an outline of services we can provide, along with estimated costs based on a complex project involving international freelancers.

Specialized Services for Freelancer Onboarding

1. Visa and Immigration Services

• Visa application assistance.
• Invitation letter preparation.
• Work permit processing.
• Legal compliance checks.
• Liaison with immigration authorities.

Estimated Cost: €500–€1,500 per freelancer (depending on country of origin and visa complexity).

2. Travel and Logistics

• Flight bookings (economy or business class).
• Airport transfers to accommodations or work sites.
• Temporary housing arrangements (hotels or serviced apartments).
• Local transportation setup (e.g., car rentals or public transit cards).
• Travel insurance coverage.

Estimated Cost: €700–€2,000 per freelancer (including flights, transfers, and accommodations).

3. Cultural Integration Services

• Cross-cultural training programs.
• Language verification tests or language courses.
• Local culture orientation sessions.
• Team-building activities with local staff.
• Ongoing cultural coaching.

Estimated Cost: €300–€800 per freelancer (depending on program depth).

4. Administrative Onboarding

• Contract signing and document verification.
• Tax registration and compliance setup.
• Bank account opening assistance.
• Health insurance registration.
• IT setup (e.g., company email accounts, software access).

Estimated Cost: €200–€500 per freelancer.

5. Workplace Readiness (some items need integration of your HR-teams)

• Workspace setup (e.g., desk allocation, equipment provision).
• Safety training and workplace orientation.
• Introduction to team members and managers.
• Access to company tools and resources (e.g., intranet login).
• Mentorship pairing for smoother integration.

Estimated Cost: €150–€400 per freelancer.

Customer vs. Specialized Services (what might be your prefered choices?)

Responsibility Area	Customer-Led Onboarding	Specialized Service Provider
Visa & Immigration	Customer handles documentation & liaises directly.	Provider manages end-to-end visa processes.
Travel & Logistics	Customer books flights/accommodation themselves.	Provider arranges all travel-related logistics.
Cultural Integration	Customer organizes training/orientation sessions.	Provider delivers tailored cultural programs.
Administrative Onboarding	Customer oversees document collection & setup.	Provider handles all administrative tasks directly.
Workplace Readiness	Customer ensures workspace setup & introductions.	Provider facilitates readiness as part of onboarding.

6. Examples of Each Service – (critically is the alignment with our projected milestones and project phases and needs for sure a liaison with our clients)

Proposal: Please appoint an HR-Coordinator within your teams – (preferrably also a replacement for holidays and illnesses, avoiding project achievement delays!)

6.1 Visa & Immigration

1. Invitation letter drafting for visa applications.
2. Work permit application submission.
3. Compliance checks with local labor laws.
4. Coordination with immigration authorities for approvals.
5. Renewal or extension of visas as needed.

6.2 Travel & Logistics

1. Booking international flights based on project timelines.
2. Arranging airport pickups via private transport or shuttles.
3. Securing temporary housing near work locations.
4. Pre-Organized local transportation allowance (rental cars, pool-cars, taxi).

Cultural Integration

1. Conducting cross-cultural communication workshops for teams.
2. Offering language proficiency assessments or courses.
3. Providing cultural orientation guides specific to the region.
4. Hosting team-building events to foster collaboration.
5. Assigning cultural mentors for ongoing support.

Administrative Onboarding

1. Collecting signed contracts and verifying legal documents.
2. Assisting with tax ID registration in the host country.
3. Helping freelancers open local bank accounts for payments.
4. Registering freelancers for mandatory health insurance plans.
5. Setting up IT accounts and providing access credentials.

Workplace Readiness

1. Preparing workstations with necessary equipment (laptops, monitors).
2. Conducting safety briefings specific to the job site/environment.
3. Introducing freelancers to key team members and managers.
4. Providing access to internal communication tools (e.g., Slack).
5. Pairing freelancers with mentors or buddies for guidance.

Best Practices for Specialized Services

• Work only with experienced service providers who have a proven track record in handling international freelancer needs efficiently.
• Regularly audit service providers’ performance to ensure high-quality delivery of services.
• Maintain clear communication channels between all stakeholders (freelancers, service providers, customers).
• Provide freelancers with a comprehensive onboarding guide that outlines what they can expect at each step of the process.

By choosing either option, we aim to ensure that every freelancer feels supported throughout their transition into your organization while maintaining compliance and efficiency at every step.

Let us know which approach aligns best with your preferences so we can proceed accordingly!