Agency management

Set each outsourced-workforce supplier up once, agree what you charge it, and send the bill each payroll run produces for its workers. An agency’s staff belong to your organization but are flagged with that agency, and their time is paid through your own payroll runs, which is what the statement you send them is built from.

Each statement totals the payroll gross for the agency’s employees plus the charges you agreed, less what you recover from the agency.

Note

Three permissions cover this area:

• Manage Outsource Companies to create, edit, and delete agencies.
• Manage Agency Billing to set up their billing components and the agency billing settings.
• View Agency Statements to read the statements generated for them.

Add an agency

Open Agency Management → Agencies and select New Agency. The form takes the Agency name and the Address, both required, plus the Email, Phone number, and Website.

Two fields do more than hold contact details:

• Tax ID (TIN) prints on the agency’s statements.
• GL code is the general-ledger code for the agency.

Notes stay internal. Unticking Active makes the agency Inactive, which stops its billing components applying. Deleting an agency asks you to confirm first.

Your agencies sit in one list. Select a card to open the agency, or its edit icon to change its details. Each card carries the agency’s contact details and employee count, and is badged Inactive while the agency is disabled.

See how an agency stands

Open an agency to check where it stands before you bill it:

• Active Employees: how many employees are flagged with it.
• Latest Statement: the net payable on its most recent statement, badged FINALIZED once locked.
• Open Drafts: the draft statements still waiting to be finalized.
• Billed This Year: the total billed to the agency this year.

Recent statement periods sit under Billing History. The Employees and Plans tabs cover the agency’s people and its plan setup. If the agency has no billing terms yet, a warning tells you its statements will carry only the payroll gross until you add them under Billing Setup.

Agree what you charge the agency

A statement is built from billing components: the line items you have agreed with the agency, such as fees, pass-throughs, per-day charges, and recoveries. Each one carries a name, a code, a base, and a value, and its row also shows a worked example of the amount it produces, the GL code it posts to, and whether it is Active. Use New Component to add one.

Components live at two levels, and an agency-level component overrides the shared one of the same code:

• Billing Defaults (Agency Management → Billing Defaults): shared components that apply to every agency.
• Billing Setup, on an individual agency: that agency’s own terms.

On an agency’s Billing Setup, a component inherited from the shared defaults is flagged shared default and offers Override for this agency in place of edit. Deleting a shared component warns that it will stop applying to every agency that relies on it.

Bill the agency

1. Open Agency Management → Agencies and select the agency.
2. Select Statements.
3. Find the statement for the period you are billing.
4. Select Finalize to lock it, assign its number, and export it for the agency.

A draft statement appears automatically when a payroll run covering that agency’s employees is approved, and it refreshes as later runs are approved. Each statement carries its Period, Number, Status (DRAFT or FINALIZED), Gross, Charges, Recoveries, and the net Payable. Finalizing locks the figures as they stand.

Rules behind every statement

Agency Management → Settings holds the organization-wide rules that shape each statement. The per-agency commercial terms stay under Billing Defaults.

• Report shift allowance as its own line item: when on, shift allowances are reported apart from basic pay on Pre-Monetized contracts, so statutory contributions worked out on basic pay, such as SSNIT, do not include shift allowances.
• FTE divisor: the number the agency bill divides paid days by to work out headcount, normally the working days in a month, for example 22.

Caution

Turning the shift-allowance split on or off changes the payroll run itself. Regenerate any draft payroll run after you switch it.

Where agencies connect

• Assign an agency when you add an employee, during onboarding, or on their profile. The employee list filters by agency, including employees with and without one.
• The same figures appear across every agency in the Agency Bill Report.
• The shift-allowance split also shows, read-only, on Tax & statutory setup.
• Your organization’s own subscription and payments live in Billing.