Success Story: Embacy Scales Its Global Freelancer Team with EasyStaff Payroll
About
Embacy is a design partner for tech companies from 40+ countries. The agency handles complex full-cycle digital projects, such as rebranding, web design and UI/UX development for digital products, providing ongoing design support. Over its years in operation, the team has delivered 200+ projects for startups and enterprise companies in FinTech, SaaS, EdTech and HRTech.
Embacy is a fully distributed agency: the in-house team and its freelancer pool work from multiple locations around the world, spanning from Europe to Southeast Asia. This distributed setup raised a serious operational question: how to pay contractors quickly, transparently, with as little administrative overhead as possible?
Challenge
As the agency grew, managing freelancer payments became an increasingly complex process. On one hand, many freelancers didn’t have a full set of documents, like contracts, invoices or residence permits, making work through direct agreements possible with only a fraction of them. On the other hand, the complexity of payments themselves was a barrier to scaling. The team was forced to keep its active freelancer pool small, even as the volume of work demanded more.
Early experiences with popular payment platforms fell short of expectations. One major freelancer payment provider proved difficult to work with: a fixed fee per payment on top of additional percentage charges depending on the recipient’s country, a lengthy onboarding process requiring an extensive document package and slow customer support. Another widely-used service lost payments entirely on more than one occasion.
Solution
For the Embacy team, EasyStaff Payroll turned out to be the right fit: easy and fast to set up, with payments sent worldwide under clear terms and no double fees.
The first thing the team noticed was the speed and simplicity of registration — the process took just a few minutes with no extra documents or lengthy verification steps. Integration into the existing workflow was seamless. The accountant simply mass-uploads payments using a CSV file instead of entering each transaction manually. Transfers are fast: in one typical example, funds from Revolut reached a freelancer’s account in under 30 minutes.
The team also highlights the platform’s transparent fee structure: the commission is charged to the client side only. This simplified financial planning made it significantly easier to convince freelancers to work through the platform.
EasyStaff Payroll also opened up new geography for Embacy: the agency can now pay freelancers in any currency, anywhere in the world. A limited five-person pool is no longer an issue for the team.
Result
Embacy has moved the majority of its freelancer payments to EasyStaff Payroll and now processes payments for 30+ contractors. The platform’s fees allow the agency to meaningfully reduce operational costs, and paperwork no longer requires manual handling — all closing documents are generated automatically, taking the load off the accounting team.
The agency also highlights the platform’s support: questions submitted via the website, messenger or sent to a personal account manager are answered quickly and effectively even for the most basic inquiries.
Future
Embacy continues to expand the geography of both its projects and its team. As it scales further, competitive pricing, ease of use, and reliable support remain the key reasons EasyStaff Payroll stays their platform of choice. Embacy CEO Vadim Orlov shares that he and his colleagues recommend EasyStaff Payroll to anyone facing similar challenges.