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Creating Projects and Payments

Process for paying team and costs at the end of a project, using Deep Teams application.

Introduction

The system uses some manual workarounds to use the first version of the Deep Teams application with existing tools and processes at Deep Work. Please bear with it whilst we iterate and automate.
If you're using this new system for the first time, please reach out to Charlie (via Discord) or book a call to onboard and go through the process first time.

Payment Type:

Deep Work Studio (Design) Projects:

For: Product Design - Prototype, Product Design - Implementation Only, Branding and Visual Identity and Custom Deep Work Studio projects where there was mentoring.
There are some additional steps to find the correct payments outlined on the following page.
Please return to this page after completing the above

All other projects (in Deep Teams):

Follow the steps below.

Other payment requests (not a project in Deep Teams):

Create a new project in Deep Teams and enter the data manually rather than from Deep Skills whilst following the steps below.

Payment Checklist

Please complete the checklist:
  • You understand the "Payment Type" above.
  • You're aware of Payment Timings in Getting Paid​
  • The project is completed and finished
  • Client or stakeholder has paid the final invoice (if applicable)
  • All team and project costs are final and any adjustments have been made to the project Grid or budget sheet
  • Experts and collaborators have set their split rates in the Deep Skills application (this would have been done at the start and can't be changed)

Creating a project in Deep Teams

  • Create a new project in the Deep Teams application
  • Enter the project details:
    • Optional: Find the project in Deep Skills and copy the project title and description from Deep Skills.
    • Add the following data:
      • Blockchain: Ethereum
      • ERC-20 Base Token Contract: (USDC): 0xA0b86991c6218b36c1d19D4a2e9Eb0cE3606eB48
      • ERC-20 Governance Token Contract (DEEP): 0x857c02F825fa8b1E9a1f7248c6C089b5874e30A8

Inputting team roles and payment amounts

  • Add a new role:

Add a new role

Add each role and copy the payment data for the team from Deep Skills to Deep Payments.
  • Role: See point (1) in Deep Skills example below
  • Assignee: See point (2) in Deep Skills example below / Make sure you select the correct user in the Deep Skills application / leave blank if the user has not registered in Deep Teams
  • Tasks: Copy the name in the Role
  • Compensation:
Data from Deep Skills:
Input screen Deep Teams:
Input data here

Adding Collaborators

Make sure you add each team role including a new role for each collaborator. There is one entry point of data different:
  • Role: [See point (1) in Deep Skills example above] + "Collaborator"
    • e.g. "Operations Representative Collaborator"

Adding non-Team Costs and Fees

Applicable to Product Design - Prototype, Product Design - Implementation Ready, Branding and any custom Design Department projects. Not an exhaustive list, this could include any non-team member-based cost or fee.

User Testers

  • Not applicable since the funds would have already been transferred as part of the user tester payment process.
If applicable: please check this has been completed.

Fees

Add one of the following fees as a role (if applicable)
Make sure you have updated your Grid with the final payment amounts from the Deep Skills for the team roles.
Project
Role
Assigne (user in Deep Teams)
Tasks
Compensation Base
Compensation Governance
Product Design - Prototype
Product Design - Prototype - Creator Fee
Product Design - Creator Fee
Creator Fee
As per project Grid Budget
0
Product Design - Implementation Ready
Product Design - Implementation Ready - Creator Fee
Product Design - Creator Fee
Creator Fee
As per project Grid Budget
0
Branding
Branding - Creator Fee
Branding - Creator Fee
Creator Fee
As per project Grid Budget
0

Project Gross Profit

Add the following user as a role (if applicable)
Make sure you have updated your Grid with the final payment amounts from the Deep Skills for the team roles.
Role
Assigne (user in Deep Teams)
Tasks
Compensation Base
Compensation Governance
Gross Profit
Deep Work Treasury
Gross Profit
As per project Grid Budget
0
This will send the amount to the Deep Work main-net treasury.

Checking Payments and User Registrations

  • Click Create Project
You'll have the following page:
  • Check all payment amounts are correct.
  • Send the page link to any users that need to register and 'apply' for roles that you were not able to assign.
Non-registered users, it's possible that a user or team member has not registered, if so, share the Deep Payments application link and make sure they apply to the correct role. It's your responsible to check that rogue users do not apply.

Making Payments

Make sure you complete the checklist:
  • All users have registered and applied to the correct roles.
  • Funds are available in the appropiate wallet (see table below to check wallet addresses on the SAFE application).

Manage Payments

Click manage payments for the following screen:
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There are two processes depending if you are paying stable coins base (USDC) or governance tokens (DEEP).

Stablecoin (e.g. USDC) Requests:

  • Check amounts, then follow the process below:

Export Payment CSV

  • Click the "Export CSV" / "Gnosis SAFE" button on the Manage Payments page.
  • You'll download a spreadsheet similar to this.

CSV Upload

  • Go to Apps then open "CSV Airdrop"
  • Upload the CSV.
  • Check the data output corresponds to your spreadsheet and no errors have been made.
  • Click SUBMIT .

Transaction Signature

  • Following the instructions in Gnosis to sign the transaction

Second Stakeholder Sign

For the payment to go through, a second signature is required from another Representative or Creative Director. This is a check system to make sure what your sending is correct and for any UI/wallet hacks. Make sure the Representative you reach out to is aware of what they're checking.
  • Go to the wallet where you signed the transaction in Gnosis SAFE (See tables above for links)
  • Go to Transactions > Queue
  • Select the transaction and copy the link.
  • Send the transaction link to another stakeholder (representative or creative director) and ask them to approve the transaction (but not execute).

Execute Transaction

Once the transaction has two confirmations, you can execute.
You will need ETH in your wallet to pay for gas, you will get this repaid in the USDC value in the next step.
  • Use the link above to find the transaction. Or go to Transactions > Queue.
  • Click the execute button.
  • Execute the transaction from your wallet.
  • Save the etherscan link for the next two steps.
  • Add the etherscan link in the Deep Teams application to make the payments as paid.
  • When clicking mark as complete on the pop-up, you'll need to hold down the letters 'a' and 'p' on your keyboard to over-ride the system and manually add the links.

Expensing Gas

  • This requires
    • Your Ethereum address
    • The amount to expense in USDC
    • Etherscan link the transaction
  • You will paid back at the start of a new month as part of the monthly Finance Director process.

DEEP Requests:

  • Check all amounts in the application are correct.
  • Click "Export as csv"
  • Open the csv file, and...
  • Copy the rows to: DEEP tokens to be distributed (a new Google sheet on the link).
  • In COLUMN M: Add your name
  • In COLUMN N: Add the project name
  • Go back to the Deep Teams application:
    • Select all DEEP transactions that have been copied over,
    • Click: "Mark as Paid".
    • When clicking mark as complete on the pop-up, you'll need to hold down the letters 'a' and 'p' on your keyboard to over-ride the system and manually add the links.
What happen's next?
  • The amounts will be checked at the monthly finance meeting.
  • New tokens will be minted as part of the monthly finance process.
  • The Finance Director will distribute the new tokens (no transactions for the creative director/representative 👍)

Updating budget sheet

Applicable to representatives making payments:
  • Find the item you have paid in your department
  • In the amount, write in Paid [Amount] (see screenshot below for an example)
  • Mark the line blue so representatives know this has changed during the next finance meeting.
Update the budget sheet like this after making a payment.

Checklist for payments:

  • You've made the USDC payment
  • You've marked paid in Deep Teams with the transaction link
  • You've followed the process above for DEEP token payments
  • You've expensed any gas
  • You've updated the budget sheet

[Archived] layer2 payment system

Referenced in case of reverting to old system or another requirement that does not work for the Deep Teams System:
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