Payments in Rubles: Documents and Common Errors
Why the payout system has become more complex
In recent years, financial compliance controls in Russia have significantly increased. Banks are required to carefully verify the origin of funds and the correctness of payment documentation.
Ignoring these requirements may lead to serious consequences:
- bank account blocking;
- bank card blocking;
- additional tax assessments;
- suspension of payments.
In some cases, additional tax charges may reach up to +48% of the transfer amount.
For this reason, the ruble payout procedure has been updated: a full set of documents is now required for each payment.
Although this requires a few additional steps, it helps prevent payment blocks and issues with banks.
How document processing works in the system
When creating a ruble invoice (payout to a bank account in Russia), two additional buttons appear in the invoice table:
- “ДОГ” — contract
- “АКТ” — acceptance act + invoice according to Russian standards
The color of the buttons indicates the document status:
| Color | Meaning |
|---|---|
| Green | Document created and signed |
| Yellow | Document exists but requires action |
| Red | Document missing |
If you hover over the button, a tooltip will appear describing the issue, for example:
- document not signed;
- contract not created;
- document not fully generated.
Important: a payment can only be sent after both buttons turn green.
If at least one document is not ready, the payment cannot be processed.
Important requirements for payment details
When entering bank account details, pay special attention to the TIN field.
1. TIN is mandatory
If the TIN is not specified, the system will not allow the payout to proceed.
2. Only your TIN must be used
The TIN field must contain the TIN of the payment recipient.
In the past, some users entered the bank’s TIN — this is no longer allowed.
Using a third-party TIN (including the bank’s TIN) is considered incorrect data.
3. Full name must be written in full
Some banking applications display shortened names, for example:
Ivan Ivanovich I.
However, payment documents must contain the full legal name exactly as specified in the bank account agreement.
Abbreviations are not allowed.
Step-by-step instructions for creating a ruble invoice
- Click “Create Invoice”.
- Select the payout method:
- RUB → Russian bank account → individual (for self-employed or sole proprietors)
- RUB → Russian bank account → company (for LLCs)
- Fill in all required fields.
Carefully check the TIN — it must be your TIN, not the bank’s.
- Click OK.
After that, the “Dog” and “Act” buttons will appear in the invoice row.
How the contract works
The payout contract follows two important rules.
1. The contract must be issued for the payment recipient
If you withdraw funds to another person or company, the contract must be issued in the name of the payment recipient, not the content owner.
For the bank it is important that:
- the recipient in the contract
- the recipient in the payment details
are the same person or entity.
2. The contract is tied to the payment details
If you change payment details (for example correcting the TIN), the previously signed contract may become invalid.
In this case you will need to create a new contract.
However, if the next invoice uses the same payment details, the existing signed contract can be reused.
If the contract does not exist yet
If the system displays the message “no payment contract”, it must be created.
Instructions
- Click the “Dog” button.
- Fill out the contract form.
- Verify the recipient information.
- Do not change the “payment details” field — it is automatically copied from the invoice.
- Click OK.
After this, choose the signing method.
How to sign the contract
Two options are available.
1. Facsimile signature
You upload an image of your signature.
File requirements:
- PNG format
- transparent background
- strictly square image
- minimum size 300×300 px
The signature will automatically be added to all documents.
2. Manual signature
- Download the documents.
- Print them.
- Sign them.
- Scan them.
- Upload them back to the system.
Once uploaded, the contract is considered signed.
After you sign the agreement please don't forget to refresh invoices page - both Agreement and Act buttons must be updated.
If the contract already exists
If you have previously signed a contract using the same payment details:
- Click “Dog”.
- The existing contract will open.
- Click “Connect”.
The invoice will be linked to this contract.
Signing the acceptance act and invoice
After completing the contract, you must sign the payout documents.
Instructions
- Click the “Act” button.
- Check the automatically filled information.
- Click OK.
- Proceed to document signing.
If facsimile signature is enabled, the documents will be signed automatically.
If not:
- Download the Invoice and Acceptance Act.
- Sign the documents:
invoice — in the “Director” field
act — in the field with your name
- Scan the signed documents.
- Upload them into the corresponding fields.
- Click “Sign”.
After signing the documents
After completing the signing process, refresh the invoice list page.
The status of the “Dog” and “Act” buttons will change.
Once both buttons turn green, the payout can be processed.
If the invoice receives the “Rejected” status
Sometimes an invoice receives the status “Rejected” if document corrections are required.
After making corrections you must:
- open the invoice using the Update (Edit) button;
- save it again.
This sends the documents for re-review.
If this step is skipped, the system will not detect that the documents were updated.
Most common payout mistakes
1. Bank TIN used instead of recipient TIN
This is the most common mistake. The TIN field must contain the TIN of the payment recipient (individual, sole proprietor, or company), not the bank’s TIN.
2. Name written in abbreviated form
Banking apps sometimes display shortened names. In documents you must use the full legal name exactly as specified in the bank account agreement.
3. Payment details changed after the contract was signed
If payment details were modified (for example correcting the TIN or account number), the previously signed contract may become invalid and a new one must be created.
4. Documents signed in the wrong fields
When signing manually, documents must be signed in the correct fields:
invoice — in the “Director” field
act — in the field with your name.
5. Invoice not sent for re-review
If documents were corrected after receiving the “Rejected” status, the invoice must be opened via Update (Edit) and saved again. Otherwise the system will not send the documents for re-review.