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Vacancy financials and expenses

Vacancy financial information is split across the Financials and Expenses tabs.

Use these tabs to review rates, rules, invoice settings and planned expense items before progressing candidates.

Financials tab​

The Financials tab can include:

  • Rate
  • Assigned Rules
  • Break Policy
  • Invoice Settings

Rate fields can include:

  • Pay Unit
  • Original Charge Rate
  • Amended Rate
  • Rate Card
  • Division
  • Grade
  • Speciality
  • Sub-speciality
  • Direct Engagement
  • Payment Type
  • Payroll Tax State
  • Workers Compensation
  • Super
  • Base Rate
  • Pay Rate
  • Margin
  • Markup
  • Charge
  • Payroll Tax
  • Total Cost
  • GST
  • Total Charge

Rate cards and margin review​

Where rate cards are configured, RecSphere can pull a rate card onto the vacancy from the client and the vacancy's division, grade, speciality and sub-speciality. This gives recruiters an early view of likely pay, charge, margin and on-costs before a candidate is shortlisted.

Use the rate area to sense-check:

  • whether the correct rate card has been selected
  • whether the charge rate is locked by the agreed client terms
  • how changes to base rate or pay rate affect margin and markup
  • whether the payment type changes super, payroll tax or workers compensation
  • whether direct engagement is selected where the client pays the worker directly

If the agreed rate for a specific candidate is different from the standard rate card, use the custom-rate workflow available in your process. Changes made for a specific candidate should be saved at shortlist or contract level so the agreed figures follow the placement.

If you model rates on the vacancy while thinking about a specific candidate, RecSphere may require you to push that candidate-specific rate into a shortlist rather than saving it directly against the vacancy. This keeps the vacancy rate card intact while preserving the negotiated candidate rate.

For parsed vacancies, the Original Charge Rate may come from the source email. This is useful context for recruiters because it shows what the client wrote in the vacancy request, but it does not automatically replace the configured client rate card. If the email rate includes agency margin, urgent-fill uplift or other client-specific wording, sense-check it before using it in candidate-facing material or downstream financials.

Margin and markup both help explain profitability, but they are not the same. In the sales training, markup was described as the difference between base/pay and charge before on-cost deductions, while margin reflects the result after configured on-costs such as super, payroll tax and workers compensation. Always rely on the displayed calculated values for the record you are reviewing.

Assigned rules and break policy​

Assigned rules and break policies show how payroll expects the vacancy to behave when it becomes a placement. Review these sections for rules such as:

  • standard rates
  • overtime
  • allowances
  • flat fees
  • on-call rules
  • required or unpaid breaks

If a rule looks wrong, ask payroll or finance to review the rate card or client setup before progressing the vacancy.

Expenses tab​

The Expenses tab can show planned or related expense items.

The expenses list can include:

  • Item Type
  • Source
  • Charge to
  • Amount
  • Treatment
  • Route
  • Frequency
  • Total

Add Expense​

Use Add Expense to create a planned expense item.

Fields can include:

  • Expense Source
  • Charge to
  • Item Type
  • Internal Notes
  • Amount
  • GST
  • Amount Type
  • Logistics Consultant
  • Allow candidate to exceed amount
  • Expense Treatment
  • Processing Route
  • Frequency
  • Skip Digital approval
  • Approval evidence
  • Use signed contract as approval
  • Planned occurrences

Planned expenses are useful where logistics or other costs are expected before the placement is finalised. The frequency and planned occurrences fields help the system understand whether the item is one-off or recurring.

Financial fields affect downstream records

Vacancy rates and expenses can affect shortlist, contract, timesheet, invoice and payroll information. Confirm values before saving changes.

  • Vacancy Details
  • Creating Vacancies and Schedules
  • Shortlist Financials and Rates
  • Contract Financials
  • Financials Expenses