Vincere automatically converts placements and approved timesheets into beautiful, fully-branded invoices.

✔ Sales Invoice; this is what you send to your client with a list of products or services they have bought and their prices, any sales tax, the total amount, and the date before which the customer must pay. 

✔ Purchase Invoice; this is what you keep internally to reconcile your costs of sale. A purchase invoice will include any costs borne by yourself as the agency e.g. candidate travel expenses - these costs will not be passed to the client in the sales invoice. The purchase invoice is really important so you can report on accurate figures inside Vincere analytics. 

To work out your net placement profit from we take your total sales invoice figure minus the corresponding total purchase invoice figure which results in your profit. 

✔ Credit Note/Invoice; this is a statement detailing a refund or credit to a previously sent out Sales Invoice.

What's great about invoicing is it's built directly into Vincere and not a costly third party extension. You may be thinking "well what does that mean for me?".. well this allows us to build automation directly into the system saving you time and creating efficiency gains.

Automation

 Permanent Placements; as soon as a perm placement is made inside Vincere two invoices are automatically created in draft:

  • 1 x Sales Invoice (you send this to your client)
  • 1 x Purchase Invoice (you keep this one internally to reconcile your cost of sale and work out your profits)

Contract / Temp Placements; as soon as a timesheet has been submitted and approved by a manager (via TimeTemp) two invoices are automatically created in draft:

  • 1 x Sales Invoice (you send this to your client)
  • 1 x Purchase Invoice (you keep this one internally to reconcile your cost of sale and work out your profits)

Contingency Recruitment (retainers); there's no automation here but as soon as you want to add in a retainer e.g. tranche 1, tranche 2, shortlist fee etc you can create a manual Sales Invoice.

  • All you need to do is head to VC Invoicing and manually raise the draft invoice. There's an awesome article here on how to manage retainers. 

Configuration 

It's important to create and configure your invoice templates before you start using Vincere's invoicing module; check out the below articles with how to configure the 3 different types of invoices:

Sales Invoice builder - http://help.vincere.io/articles/2384396-sales-invoice-builder

Purchase Invoice builder - http://help.vincere.io/articles/2424709-purchase-invoice-builder

Credit Invoice builder - http://help.vincere.io/articles/2424718-credit-invoice-builder

How does it work? 

It's super simple to raise and edit invoices inside Vincere. 

Ensure it's toggled on inside Marketplace (settings > marketplace) and select all the users you wish you have access to invoicing (we'd recommend just your back office team - consultants don't need access to invoicing for the automatic generation to happen).

Next toggle on the Invoicing shortcut from the sidebar menu:

And head to Pay&Bill (you can find it from the shortcut or from the final chevron in the ATS pipeline:

Voila! Welcome to Vincere Pay&Bill:

Here you can view and edit invoices, check the status and scroll across a wide range of columns giving you a quick view of the contents within the table view 

To view the full invoice, simply click in the row which takes you straight into the invoice.

Here you can add additional line items, change quantities, rate, amount, tax details etc. You can also preview the invoice and make sure you're satisfied with how it all looks. 

Profit Split per invoice

Great news for those placements that multiple consultants have worked on - you are now able to assign profit splits per invoice. You can accurately see the profit per consultant, and this also feeds through to your analytics dashboards for accurate reporting.

To assign a profit split, just go into your invoice and hit actions > profit split. You can even choose whether you’d like to calculate the split as a percentage or as a value.

Next you can Change brand/Template, Approve, Approve & Send out to your client or Approve & mark as sent (doesn't send anything externally but gets recorded as sent).

  • Change Brand | Template: This is if you're invoicing under different brands and billing entities
  • Approve: Approve the invoice 
  • Approve & Send: Approve the invoice and send to your client (via email) - figures go to analytics. 
  • Approve & Mark as Sent: Approve and not actually sending anything to your client BUT do send the figures to analytics so the system thinks you've sent it when in reality you're not sending it through Vincere.. you may wish to export to CSV and then process the invoice through your accounting system. View more on exporting your approved invoices here.

And that's it folks! Welcome to Vincere Pay&Bill 🥂

#TheVincereWay 🚀

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