Setting Up Pay & Bill Templates P.1
This guide will walk you through setting up Pay & Bill Templates in Vincere, covering the Config Table, Umbrella Companies, and Shift Templates.
📌 When setting up a Pay & Bill template, always work from right to left in the setup process. The first area to configure is the Config Table.
Click on the links ⬇️ to skip to the section you're interested in:
⭕ Config Table
The Config Table is where you define the naming conventions for various components you’ll use when building your template.
1. Navigation:
Go to Settings -> Pay & Bill Settings -> Edit Settings > Click on Config Table.
2. Options Available of Type:
You can filter by type and see options such as: Awards, Insurances, Agreements, Shift Names, Taxes, Optional Factors (Non-employee Related Costs), Pay Levels & Overtime, Allowances, Expenses, Deductions, and Loadings.
3. Creating New Items:
To add new items, click on Create Item at the top right of the screen. These items will later be used in rate card templates and time interpretation templates.
⭕ Umbrella Companies
Umbrella Companies are third-party entities that pay candidates on behalf of recruiters.
Creating an Umbrella Company:
Navigate to the Umbrella Companies tab.
Click on Create New Umbrella Company.
Fill in the mandatory information.
Decide if the company will be Self-Bill.
If Self-Bill is enabled, the system generates the invoice for the candidate.
If not, the system will generate a standard purchase invoice.
Self-billing simplifies invoicing as the system automatically creates and sends the invoice on behalf of the candidate.
Determining Self-Bill:
Clients will determine if a candidate or placement is self-bill, typically used with limited companies or umbrella companies. This setup is reflected in the candidate’s profile.
Why do we use self-billing and what does it do? 🤔
In a typical job process, the system generates two types of invoices:
Sales Invoice: This is sent to your client and represents the amount they need to pay.
Purchase Invoice: This is the amount that needs to be paid out to the candidate.
To determine your true profit, you would subtract the purchase invoice from the sales invoice. This process provides a clearer view of your actual profit.
💷 Self-billing simplifies this process. Instead of the candidate needing to raise their own invoice, the system automatically generates it on their behalf. This feature is especially useful for umbrella companies.
With self-billing, after you approve the invoice in the system, it can be sent out directly to the candidate. The system does all the heavy lifting, making the process quicker and more efficient, while also ensuring that your profit calculations are accurate and reflected in your reports.
👉 In summary, self-billing streamlines invoicing, reduces manual effort, and provides a true reflection of your profit.
⭕ Shift Templates
Shift Templates are useful when creating jobs, particularly for scheduling shifts and populating timesheets.
Why Shift Templates is Necessary 🤔
Each client may have different shift names or pay rules. Create shift template names and other necessary elements to ensure that all pay rates, taxes, and related components are correctly set up in the system.
Creating a Shift Template:
Go to Settings -> Pay & Bill Settings -> Edit Settings > Go to the Shift Template section.
Click on Create New Template and give it a name.
Choose whether the template is for One Day, Weekly, Annual, or Pattern.
🤩 The most common option used is Patterns:
Example: For a 7-day on/7 days off pattern, you can set the pattern length and have it repeat as needed.
Patterns are especially useful for recurring jobs, like those requiring consistent shifts.
Assigning Shift Names:
Select shift names from the Config Table created earlier. Assign shifts like Monday-Wednesday-Friday or any other recurring schedules.
Using Shift Templates in Jobs:
When creating a temporary or contract position, you can apply the shift template to automatically populate the work schedule on the timesheet.
Templates are particularly beneficial for roles like teachers, nurses, or any job with a fixed or recurring schedule.
🤝 Additional Support
If you need more detailed guidance or would like a 1-on-1 training session, you can book a consultation here or request 1-on-1 training here.
Happy Recruitment #TheVinnyWay🤩