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Payroll invoices, bills and payslips

A payroll run can include invoice, bill and payslip information. These tabs help you review the downstream records created from or linked to the run.

The exact records available depend on your workspace configuration, permissions and payroll workflow.

The record types created in a run depend on the payment scenario. Review the candidate payment type, contract direct engagement setting and supplier setup before relying on the generated outputs.

Invoices tab​

The Invoices tab shows client invoice information for the run.

Typical fields include:

  • Invoice Summary
  • Invoice Ref No
  • Client
  • Timesheets
  • Candidates
  • Invoice Total
  • Candidate Pay
  • Margin
  • Margin %
  • Status
  • Xero
  • Xero Invoice

You may also see actions such as View Draft or Send Invoices. Use View Draft to review the invoice output before sending or exporting where that action is available. Use Send Invoices only when the invoices are ready to be sent according to your agency process.

In margin-only or direct engagement scenarios, the client invoice may be the main output from the run because RecSphere is not paying the candidate through a payslip.

Invoice drafts may include timesheet breakdown information where your invoice template and client settings require it.

Sending invoices may contact clients

If Send Invoices is enabled, confirm the invoice details and recipients before using it. This action may send information outside RecSphere.

Bills tab​

The Bills tab shows supplier bill information.

Typical fields include:

  • Bill Ref No
  • Supplier
  • Item Ref No
  • Candidate
  • Client
  • Contract Ref No
  • Week Commencing
  • Week Ending
  • Bill Date
  • Due Date
  • Amount
  • Status
  • Xero Bill

Use this tab to check supplier bill records before or after accounting export, depending on your configuration.

Supplier bills are commonly used for umbrella, company contractor or supplier-style workflows. They can be based on the agreed rate, timesheet hours and candidate or supplier financial details.

For direct engagement scenarios where the client pays the candidate directly, confirm whether your agency still needs RecSphere to generate a candidate-facing invoice or supplier-bill-style document. This may depend on your document templates and contract configuration.

Payslips tab​

The Payslips tab shows AU payroll payslip information where this feature is enabled.

Typical fields include:

  • Payslip Ref No
  • Candidate
  • Week Commencing
  • Week Ending
  • Gross Earnings
  • Tax Withheld
  • Superannuation
  • Net Pay
  • Timesheet
  • Status

Payslip availability and handling depend on your payroll setup and permissions.

Payslips are not expected for every payment scenario. For example, a margin-only or direct engagement placement may create a client invoice without creating a payslip.

Xero references​

Invoice and bill tabs may show Xero-related references. These indicate records linked to Xero where the integration is configured.

If a Xero reference is missing or incorrect, check the related client, candidate, supplier, invoice or bill setup before exporting or re-exporting.

  • Payroll Overview
  • Payroll Run Items
  • Exporting and Closing Payroll Runs
  • Xero Integration
  • Candidate Portal