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Client financials

The Financials tab on a client record stores invoicing, accounting, rate and finance settings for that client.

Only users with the right permissions should edit this tab.

Open client financials​

  1. Open Clients.
  2. Open the client record.
  3. Select Financials.

Xero customer​

Where Xero is configured, the Financials tab can show Xero customer information and a Sync with Xero action.

Use this area to check whether the client is linked to the correct Xero customer before invoices or bills are processed.

After a client has been linked, the Financials tab may show the Xero customer ID and sync status. Use this as a quick check before investigating payroll, invoice or bill export issues.

Company information​

Company fields can include:

  • Legal Entity Name
  • Trading Name
  • ABN
  • ACN
  • ABN Status
  • ABN Entity Type
  • ABN Effective Date
  • ABR Check Date
  • Registered Address

These fields are especially important for finance, invoicing and compliance.

Invoicing settings​

Invoicing settings can include:

  • FAO
  • Invoicing Email
  • PO Required?
  • Digital Timesheets
  • Attach Timesheet to Invoice
  • Attach Contract to Invoice
  • Attach Expense Receipts to Invoice
  • Attach Expense Approval to Invoice
  • Invoice To
  • Invoicing Address
  • Direct Engagement
  • Consolidate Invoices
  • Invoice Terms
  • Permanent Margin %
  • Unique Reference Number

Review these settings before generating or sending client invoices.

Invoice recipients should be maintained in the financial invoicing fields, not only on the general client summary. The general email or front-page contact details help identify the client, but the invoicing email and financial contact fields are the values finance teams normally expect to drive invoice distribution.

Use the attachment options to control what evidence is included with invoices. For example, a client may require timesheets, contracts, expense receipts or expense approvals to be attached before an invoice is accepted.

If a client belongs to a parent/sub-client structure, check whether the record should inherit invoicing details from the parent or use its own financial setup. Inheritance is useful when multiple sites invoice through the same parent process; separate setup is better when the invoice name, address, recipients, PO rules or terms differ by site.

Use the Digital Timesheets setting according to the client's timesheet process. Some clients may allow candidate portal timesheets, while others may still require paper or manually uploaded timesheets. If digital timesheets are disabled for the client or candidate, payroll can manage the timesheet internally through the manual process where configured.

Before a contract is finalised or a payroll run is exported, check that the client has the invoice recipient information payroll needs. In practice, this usually means confirming the registered address, FAO, invoice email, invoice-to value, invoice terms and whether the timesheet should attach to the invoice.

Framework, vendor and portal​

The Financials tab can include:

  • Framework
  • Framework Fee
  • Framework ABI %
  • Vendor
  • Vendor Fee
  • Vendor ABI %
  • Portal
  • Priority

Use these fields where your agency works through frameworks, vendors or client portals.

Rate cards​

Rate card information can include:

  • Rate Card
  • Break Policy
  • Break Charge

Rate cards influence vacancy, shortlist, contract, timesheet and invoice calculations.

When a vacancy is created for a client, RecSphere can use the client's configured rate card, division, grade, speciality and sub-speciality to select the most relevant rate setup. If a rate card is too narrowly configured, a vacancy may not match it and may fall back to another available setup. Payroll or finance users should review rate-card configuration before recruiters rely on the figures.

Break policies and assigned rules help determine how timesheet lines are interpreted. For example, they can support standard rates, overtime, allowances, flat fees, on-call arrangements or required breaks, depending on how payroll has configured the rule set.

Payroll tax and workers compensation​

The Financials tab can include payroll tax and workers compensation settings, such as:

  • Applied Payroll Tax Rate
  • Payroll Tax Exempt
  • Payroll Tax Override Rate
  • Payroll Tax Override Reason
  • Payroll Tax Notes
  • Workers Compensation state, sector, setting and type
  • Applicable Rate

These settings are part of the downstream margin and on-cost calculations. If super, payroll tax or workers compensation values look wrong on a vacancy, contract or timesheet, check the client financial setup and the relevant payroll settings before changing the downstream record.

Finance settings affect downstream records

Changes to client financial settings can affect vacancies, contracts, timesheets, invoices, bills and payroll. Check with finance before changing them.

Logistics and financial contacts​

The tab can include logistics and financial contact information, including:

  • logistics type, frequency, address, budget and notes
  • financial contacts
  • accounts payable contacts

Use the logistics section as a client-level reference point for recruiters and operations teams. It records what the client typically supports before a specific candidate or contract is negotiated.

Typical logistics entries can include:

  • Type and subtype, such as travel, accommodation, flight or hire car.
  • Frequency, such as one-off, ad hoc, per contract, daily, weekly or monthly.
  • Arranged by, such as the agency, the client or to be confirmed.
  • Address, where accommodation is provided at a known site or nearby location.
  • Notes, such as client budget guidance, approval process, booking instructions or known caps.

Client-level logistics should be treated as guidance rather than the final expense agreement. Once a candidate is shortlisted or booked, confirm the actual arrangement on the shortlist or contract expense record so payroll, logistics and invoicing have the agreed values.

Authorisation​

Use authorisation fields only after the client's financial setup has been reviewed according to your internal process.

  • Clients Overview
  • Client Contacts
  • Client Compliance
  • Financials Overview
  • Xero Integration
  • Candidate Portal