Work is what users will record their time against for a Placement in Invoxy.
You can have multiple work options per placement, which may be handy for distinguishing time against:
- A different project
- Whether the time is billable or not
- If the Work has a rate multiplier
- If the Work has a different account code associated with it
To add work to a Placement, view the placement and click the green plus button at the bottom of the work tab, then select the work. To remove the work click the "x" at the right-hand end of the work.
You can create and manage work in Invoxy within a Placement or under Manage > Work.
When managing Work the options available are:
Work Name - The name of the work. This will be visible to candidates and clients, so should be self-explanatory to help them with accurately recording and approving time.
Account Code - The account code that sales invoice lines should be allocated to. If your account is connected to Xero, this list will populate for you to select the appropriate sales code from your general ledger.
Tax Rate - Select the appropriate Sales Tax Rate for this type of work. This will apply to both Accounts Receivable invoices, and Accounts Payable invoices if you have any Sales Tax registered contractors.
Colour - Select the colour for this work - the colour will show in the Week Summary.
Auto Add to New Placements - Tick this box if you want this work to be automatically added to all new placements. You will still be able to remove the work from any placements you don't want it included on.
Units - If the Work is for units other than Hours/Days set the appropriate units here. You can learn more about creating unit-based Work here.
Pay Rate Modifier & Bill Rate Modifier - If the standard pay or bill rate for time recorded against this work should be modified, set the modifier here.
Modifiers can be set to:
Multiply Rate - Multiply the placement rate by the figure set, e.g. x1.5 if the time should be paid and/or billed at time and a half.
Add to Rate - Increase the placement rate by a set dollar amount, e.g. add $x to each hour/day recorded.
Fixed Rate - Override the placement rate with a set dollar rate, e.g. fix the rate to $x per hour/day recorded.
Margin - Bill Rate Modifier only - Sets the placement bill rate to achieve a set margin %, e.g. set to 20% if you wish for the bill rate to be automatically calculated at a rate that would result in 20% margin on the placement.
Work Pattern - To add a default work pattern to the work, tick 'Work Pattern' and a week summary will pop up. Enter the selected normal work pattern and click save.
This appears in the week summary tab under Time in grey outlined boxes, which helps to see which users have pending time or have completed less time than expected.
Overtime, Allowances & Deductions
On the Overtime & Allowances tab for each work you can add any automated overtime, allowance, or deductions rules that should apply to time recorded against that work.
For more detail on setting up overtime, allowances, and deductions see this article.
On-Costs can be used to specify a percentage of additional costs that should be accounted for in your margin calculations. These are costs that you incur as an employer in addition to the base pay rate you pay your candidate, usually associated with things like superannuation and leave. You may bill these additional costs on to your client, or you may simply need to account for them in your margin reporting and calculations.
On the On-Costs tab for each work you can specify any billable or non-billable on-costs that should apply to any time recorded against the work. Click the icon and select New On-Cost to add a new on-cost to the work (or select from a list of existing on-costs if you've created others in your account).
Description - Enter the name of the On-Cost.
Account Code - If this On-Cost is Billable (on-chargeable to the client), specify the account code the invoice line should be allocated to.
On-Cost Rate - The % rate of the On-Cost. For example, at the rate of 18.49% above a resource being paid $100 per hour would have $18.49 on-costs per hour deducted from the margin calculations in Invoxy.
Billable - Check this field if your on-costs are charged directly to the client. This will result in an invoice line for the specified on-cost rate to be charged to the client.