reviewed 20 feb 2025

We encourage you to spend money for the benefit of the company. It seems quite frequent that people are hesitant to spend trivial amount of $75 or $20 for a product or service in order to test or benchmark something or in whatever way spend money that will help them do their job.

We haven't really investigated where this fear or mentality comes from, but this page is meant to exist to ENCOURAGE you to spend money for the benefit of the company and if it helps you to do your job.

Codemagic provides the team with equipment to work, co-working space if you need it and we also cover your travel expenses whether it’s a business trip or you’re coming for a team event.

Codemagic provides you with a laptop to work with. We also provide you with a keyboard, mouse, laptop stand, monitor if you need it. Some people prefer to work from a co-working space and we can pay for your desk there.

We'd prefer you to use an Apple laptop at work. This is because most of us use this as well so it’s good to keep consistency across work computers. This means for the company that everyone can use the same software, and as we get bigger, it'll mean we're dealing with less suppliers.

contacts for ordering laptops: https://www.notion.so/nevercode/Buying-Selling-Mac-computers-5fe88a4cb755476d9a57c10b1b563058?pvs=4

• For engineering roles, we recommend using MacBook Pro. From our experience basic configuration with 16GB RAM and 512GB SSD disk is enough for comfortable development. Choose between 14-inch or 16-inch model depends on your mobility preferences.
• For all other roles, you can choose between MacBook Air or MacBook Pro depends on your preferences.

These are just general guidelines - the most important thing is that you select the model that is appropriate for your needs. If your requirements are different to the guidelines above please just ask.

If you’re based in Europe

We partner with Apple reseller iDeal in Estonia and Nord Varaliising, a leasing company in Estonia.

First pick out the computer you want and tell your team lead

pick the computer from https://www.ideal.ee/

You need to provide these details:

• model
• memory
• keyboard. It’s also possible to order a model with US-layout even it’s not available on the site, but usually it takes a long time to wait.

Let us know if you also want an external keyboard (which one) and whether you want the mouse as well.

Second wait for confirmation if this is available now or we need to wait a long time to get it. If we need to wait for 6+ weeks it may be better to pick a model they have available immediately.

Third provide your address and mobile phone number for the delivery

If you’re based outside of Europe

It wouldn’t make sense to send computers across the world because of the fees and taxes with importing goods. Instead let us know which computer you want and buy the computer from your local Apple store using company card for example.

⚠️ Make sure to keep receipt and request for invoice to be made out to:

Nevercode OÜ

VAT: EE101807487

Akadeemia 3, Tartu 51003, Estonia

If you’re based in Europe

we typically upgrade laptops every 3 years. In order to upgrade the computer go through the exact same procedure again. Only difference is that this time you need to send the computer back to where you got it from.

for team leads

ordering and selling back laptop sin EU info in notion here: https://www.notion.so/nevercode/Buying-Selling-Mac-computers-5fe88a4cb755476d9a57c10b1b563058?pvs=4

When returning laptops. All old laptops should be signed out from Apple ID (otherwise they can’t accept it) and all information should be erased.

We recommend you use UPS and ask your team lead for the address to return it. We will need to provide you with the return tag, which you will need to print out and stick on a box so the UPS delivery guy can deliver it to the leasing company.

While you are returning your current computer (or buying it out if you prefer) you can already place order for the new one.

getting latest computer before 3 years

we need to ask the leasing company how much they want us to pay on the remaining value of the contract. Then we can get out of the contract and start a new one. They are usually friendly and accommodating if you need a new computer for a good reason.

On the other hand if you want a new computer because you just want the latest model then you will need to buy it for your own money.

If you’re based outside of Europe

If you’re based outside of Europe then we currently do not have a policy around upgrading laptops. If you need to upgrade it because it’s becoming difficult to work with I’m sure we can help you out.

On the other hand if you want to upgrade the computer because you want the latest model you will need to use your own money for that.

Some people prefer to work from a co-working space. That’s completely fine. In Tartu, Estonia we have some desks at Mobi Space. If you’re interested in working at a co-working space outside of Tartu then pick the co-working space you want to work from and try it out.

We recommend you first test it for a month before committing to working from there.

Q: Who has access to the company card?

Team leads

Q: How to use a company card?

All company card expenses must be reported to accounting

Q: What to do after making payment?

After making payment, it is your responsibility to send an invoice with company credentials to accounting

IMPORTANT!

There have been cases when we pay invoice twice because you have not told whether the invoice is paid or not.

You need to say PAID when sending the invoice to accounting - This means accountant does not pay the invoice twice.

Please also say what this expense is for e.g “luggage to Codemagic team event”

If you’re traveling for work this page will help you understand how to expense your work trip and receive travel money

BUY HEALTH INSURANCE

if you are traveling abroad please buy health insurance. We will compensate for it. We recommend using safetywing.com

We use TravelPerk for booking flights and accommodation. Ask your team lead to invite you onto TravelPerk and you can go ahead and book your flights and accommodation there.

Be aware! there has been a case when one of our team members booked a hotel through travelperk in Ahmedabad India and the hotel refused to accept this booking even though money was taken from the account.

IF YOU GET INTO TROUBLE WHEN ON A BUSINESS TRIP contact your team lead is here https://docs.google.com/spreadsheets/d/1dWU2gFzwavezxSIsvDxeprAh18khWFpgu7Ow1iSSfmA/edit#gid=0

€50/day when you are away for business. This is so you can use a daily allowance for everyday expenses like food and transportation.

1. If you are an employee then you need to tell accounting the days you will be on business trip.
2. if you are a contractor you need to add this expense as a business trip to your next invoice
3. if you are employed through an employer of record service like Deel or Remote then you need to use the platform to request for allowance or expense receipts.

1. If you are an employee then you need to take picture of the receipt and send to accounting in order to get reimbursement.
2. if you are a contractor you need to add this expense as a business trip to your next invoice
3. if you are employed through an employer of record service like Deel or Remote then you need to use the platform to request for allowance or expense receipts.

If you would like to buy a new software product then ask your team lead to buy it using their company card. For one-off payments, virtual card numbers should be used.

If you're a team lead consider creating a new virtual card for one-off payments e.g. google developer licence. When making a payment by card make sure to get a copy of the receipt and send it to accounting.

if possible please use the following details:

company name: Nevercode OÜ

VAT: EE101807487

Address: Akadeemia 3, Tartu 51003, Estonia

invoices to be sent to accounting

What products you should make a good case for buying

1. new collaboration products that require other teams to change their processes

this section is about requesting quotes and invoices from international companies

when you are requesting quote (and invoice) for something e.g. swag then please use the following company details:

company name: Nevercode OÜ

registration code: 12879240

VAT: EE101807487

Address: Akadeemia 3, Tartu 51003, Estonia

Regardless of the currency or country you are working with always ask for invoices or quotes to Estonian company Nevercode OÜ in the section above. We have the ability to pay internationally and have not yet encountered issues where we are unable to pay our vendors.

Rule of thumb is that if you are buying goods or services in the country where you are operating in - specifically in Estonia then the vendor will add VAT on the invoice, which we can later use to offset other taxes. In other words you get VAT back if it is added to a business invoice.

if you're transacting with an EU country it is likely that you will have a 0% VAT invoice because in the EU transactions between member states are 0 VAT. There are may be some exceptions to this rule e.g. Polish conference tickets for some reason, but in general it should most likely always be the case that VAT is 0 rated when transacting with EU member states. If you're not sure ask our accountant.

When transacting outside of EU then quotes and invoices should also be 0 rated because Estonian company is not registered for VAT in any other country than Estonia and therefore when buying something from UK or US for example there is a good change it should be 0 rated. Not all business understand or are willing to negotiate over this, especially local businesses because they may not have an accounting team or this is not how they do business and that's fine. Just consider the tax in this case as an added cost that we will not be getting back. But it's good practice to explain to them that you are buying as a business and they are exporting goods/services, which is 0 rated VAT/Sales/GST or simiar tax.

If you're not sure ask accounting or operations.

if you're buying physical products then please bear in mind that these may go through customs if you're shipping them across the border or bringing them from outside of EU to inside of EU. The cost of customs is 20% of the value + shipping cost of the goods you purchased and you need to present the quote to customs. Accounting or management board member can fill in the customs forms or if you're using some shipping service that does customs forms they can may be able to do it as well, but please be careful with large orders ($10k+) and consult with operations or accounting first.