Invoxy caters to All of Government invoicing, reporting and recruitment functionality. There are just a few extra things you will have to set for it to all run smoothly.
To use Invoxy for AoG reporting and Invoicing you need:
- Placeholders on each placement of each Job Family and Role Type
- Placements set up with the Bill Rate and Resource Rate set to the candidate's hourly rate
- Work set on each placement with billable on-costs for the Provider fee, On-costs and Admin fee
Job Family & Role Type
To assist with AoG reporting you will need to set the Job Family and Role Type as labels on each placement.
Learn more about setting up labels here: Placement Labels
Alternatively, if you'd like to have these details automatically flow through from Bullhorn or JobAdder, reach out to the team at firstname.lastname@example.org for more info on how you can customise your integration.
When setting up AoG Placements in Invoxy, you'll also need to ensure that the Bill Rate and Resource rate are identical. This is due to the way AoG handles margin as a separate component via the Provider Fee.
On-Costs & On-Charges
Go to Manage > Work and create or select the Work you will be assigning to AoG placements. Use the tabs at the bottom to add each of the additional fees as On-Costs or On-Charges as outlined below.
The Provider Fee should be set up as an On-Charge, as this is purely a charge to the client. Set the rate dropdown to % of Pay Rate, or % of Bill Rate (as your placements should have the same pay and bill rate, either will achieve the same result).
Alternatively, in cases where a fixed charge per hour/day is being applied, set the On-Charge Rate to be $ Fixed Rate.
Admin fees should be set as a % of Revenue (for % based Provider Fee contracts) or as a $ Fixed Rate (for Fixed Rate Provider Fee contracts). Ticking Exclude from Revenue is essential on the Admin Fee setup, as this ensures it will not be factored into profitability and margin calculations throughout Invoxy.
The rate specified will need to be calculated based on the provider fee.
Provider Fee is a Percentage
If the provider fee is a percentage, you'll need to set the 1% admin fee as a percentage of the combined revenue. For example, if the provider fee is 10.5%, then the Admin Fee is 1% of 10.5% of the Revenue, so the calculation is =10.5 / (100 + 10.5) = 0.09502%
Provider Fee is a Fixed Rate
If the provider fee is a fixed rate, then the admin fee can also be set as a fixed rate. For example, for a $5 fixed rate, the 1% admin fee will always be $0.05.
On-Costs for temps should be set up as Billable On-Costs, as this is a cost to the business but should also be billed to the client.
Once added, your on-costs and on-charges should look something like this:
On the invoice, the on-charges will be listed first after the time charges, with on-charges set to be based on a % of Revenue (such as Admin Fees) coming second. Then the on-costs are listed.
The setup shown above will display as follows on your invoice:
To create the AoG Reports you will need to make two table reports from the Insights tab
Using the Time table you're able to generate a report that lists all placements with time invoiced in a set period, and the labels on those placements. Add the columns Placement and Labels:
And set a filter on Invoice Date for the date range you're reporting on:
Using the Invoice Table you'd have a second report to get the invoice information, using the same Invoice Date filter, and you'd use a lookup function in Excel to then collate the data into a single spreadsheet.