Weâve added a ton of new features to our Pay & Bill module to make processing invoices and expenses a breeze.
1/ Self-Bill Invoice management
Back office consultants can now process Self-Bill Invoices for your Ltd Co. & Corporation and Umbrella Placements.
New Self-Bill Invoice document type
Admin users can now configure new Self-Bill Invoice templates to be sent from Vincere.
Configure Self-Bill Settings for Umbrella Companies
Head over to Settings > Admin Settings > Organizational Settings > Compensation Page > Umbrella Companies.
Admin users can enable Self-Bill and upload any related documentation for each Umbrella Company.
New âBilling Optionsâ tab in Candidate Onboarding
Weâve updated and streamlined the onboarding process for you. Youâll find a new section called âBilling Optionsâ in the Onboarding tab.
Within this tab, consultants with permission to view Candidate Onboarding details will be able to:
Select/Update the Umbrella Company that will be processing the candidatesâ pay
View all Umbrella Billing related documents
View/Update the Candidate Ltd Co. or Corporation details
Enable/Disable Self-Bill for the Candidates Ltd Co. or Corporation
Upload/Update/View Ltd Co. or Corporation Billing related documents
Self-Bill Invoice Generation
When you make a placement for a Contract / Temp role, and as soon as the timesheet is approved, Vincere Pay & Bill will auto-generate a Self-Bill invoice based on the following criteria:
The Job Type is not Permanent.
The Pay Type of the Placement is either Ltd Co. & Corporation or Umbrella.
Self-Bill is enabled for said Job Type from the Candidate Profile
Self-Bill Invoice Actions
Weâve empowered the back office to send Self-Bill Invoices with relevant documents directly to clients from Vincere.
From Vincere Pay & Bill, filter Invoice Type by Self-Bill Invoice.
You can do any of the following when processing Self-Bill Invoices:
Change invoice templates
Update invoice profit split
Approve invoice
Approve & Send invoice to Client
Approve & Mark as Sent on invoice
Mark as Paid
Cancel Invoice
Delete Invoice
Note: When you send Self-Bill Invoices to the client, the system will use our new Email Template 14.7.
You can edit the email before sending or to customize the email template: head over to Settings > Email Templates > Search for âSelf-billâ to edit.
2/ One-Click Consolidation of Invoices
Instead of sending Clients separate invoices, you can now auto-consolidate multiple invoices into one, based on the time period.
One-Click Consolidation Settings for Sales Invoices
Youâll be able to set auto-consolidation rules by Company Location. Auto consolidation periods for Sales Invoices includes:
Period
Weekly
Bi-Weekly
Semi-Monthly
Monthly
Condition
Billing Contact
Candidate
Placement PO Number
Billing Contact AND Candidate
Billing Contact & Placement PO Number
Running Auto Consolidation Rules
Youâre able to âRun Consolidationâ of invoices from the Invoice table at any time.
Simply select which auto-consolidation rules you wish to run. When selected, Vincere will give you a preview of the consolidation grouping that will be generated.
Merged Timesheet PDF
When consolidating invoices manually or running auto consolidation rules, Vincere will now merge all individual Timesheet PDFâs into one consolidated Timesheet document.
This will allow you to send one consolidated invoice PDF alongside one consolidated Timesheet PDF.
3/ Expense Table updates
To align with the new Expense Reports in TimeTemp, weâve upgraded the âExpensesâ table in Vincere Pay & Bill:
Top line Expense statistics
New Quick View interface for Submitted / Approved / Rejected Expense Claims
More columns for expense and claim data: Number of Claims / Expense Report / Expense Report Name
Column configuration with Smart View functions
4/ Actions on Standalone Expenses
When a Client approves an Expense Report, Vincere will now auto generate both Sales and Purchase or Self-Bill Invoices with all corresponding receipts attached.
When the invoice is ready, your back office team can do any of the following:
Sales Invoices:
Change invoice templates
Update invoice profit split
Approve invoice
Approve & Send invoice to Client
Approve & Mark as Sent on invoice
Mark as Paid
Cancel invoice
Delete invoice
Purchase Invoices:
Change invoice templates
Update invoice profit split
Approve invoice
Mark as Paid
Cancel invoice
Delete invoice
Self-Bill Invoices:
Change invoice templates
Update invoice profit split
Approve invoice
Approve & Send invoice to Client
Approve & Mark as Sent on invoice
Mark as Paid
Cancel Invoice
Delete Invoice
5/ Export Scheduler updates
You can now add Expense Report & Claim data in the templates. Any of the following data can be exported:
Expense Claim data:
Claim ID
Claim
Date
Unit Price
Unit
Amount
Expense Report data:
Currency
Expense Report ID
Expense Report Name
Expense Report Status
Candidate
Candidate ID
Job
Job ID
Placement ID
Company
Company ID
Total Expense Report Amount
Number of Claims
PO number
Submitted Date
Approver
Self-Bill Invoice types will be included in the Data Export scheduler so Admin users can build reports to export Purchase and Self-Bill invoices either together or separately.
6/ Updates to Shift Scheduler
Updated User Interface & Views
Check out our new and improved user interface, views and navigation. Designed to further streamline tasks for Temp recruiters, these updates will also enhance visibility for top line management.
With the new UI, you can easily switch between Week & Month views and use the new calendar selection to gain visibility over future periods.
The scheduler view now includes the company logo, Job Title and Contract Name to further improve visibility.
Send Booking confirmation to Candidates from âBookedâ section
Congrats, youâve booked a candidate into a shift đ Now, you have to option to send the confirmation to the candidate when placing them in the shift, or send this out later.