As a Client Admin or HR contact, one of the first actions you'll need to take when onboarding a new team member is to assign them to a Billing Group. This ensures that invoicing is clear, organized, and tailored to your internal processes.
What is a Billing Group?
Billing Groups allow you to customize and streamline how invoices are organized and delivered. They are particularly helpful for separating costs by department, region, or any other internal categorization your company uses.
Here's how Billing Groups work:
Each employee is assigned to a Billing Group.
Each Billing Group generates one consolidated invoice per month for all employees assigned to it.
Invoices are sent to the finance contact associated with that Billing Group.
You can add custom information to a Billing Group (e.g., a PO number or internal reference), which will be displayed on the invoice.
How to Create a New Billing Group
To set up a new Billing Group in your Remote People dashboard, follow the steps outlined in How to add legal entities and create billing groups (cost centers)?
How to Invoice a Single Employee Separately
In some cases, you may need to issue a separate invoice for an individual employee. This can be achieved by temporarily assigning the employee to their own billing group. Below is a step-by-step guide to help you manage this process effectively.
Steps to Create a Separate Invoice
Assign the Employee to a Separate Billing Group:
You can either create a new billing group specifically for the employee or use an existing billing group that has no other employees assigned.
Issue the Invoice:
Once the employee is in their own billing group, generate the invoice for that billing group. This ensures that the payroll costs for the employee appear on a separate invoice.
Revert the Employee to the Main Billing Group:
After the separate invoice is issued, move the employee back to the main billing group. This ensures that future invoices are consolidated with the rest of the team. This process is typically temporary and helps maintain streamlined invoicing for future periods.
Best Practices for Managing Billing Groups
Plan Ahead: Ensure you have a clear understanding of which employees need separate invoices and for how long.
Minimize Disruptions: Limit the time an employee spends in a separate billing group to avoid confusion in payroll management.
Document Changes: Keep a record of billing group adjustments for reference and auditing purposes.