Creating a New Engagement usually occurs either:
As part of the initial implementation
After initial implementation as required where a new host client or commercial arrangement comes into play.
Engagements can be created either:
Automatically through an Integration with an external service, e.g. JobAdder
Manually, if no Integrations are available
The purpose of an Engagement is to outline where each party sits in the food chain. It should reflect the current commercial relationships between Clients, Hosts & Administrators. For example, who an invoice will be presented to and who is it from.
To create a New Engagement, navigate to:
Timesheets → Engagements
Click ‘New Engagement’ in the top, right-hand corner.
You can work through the form to set up your New Engagement.
Required fields are marked with an asterisk *
See below for more guidance about the different sections in the form.
Can be used for:
If you need to link this client host to a KeyPay location so the timesheet lines are populated with the relevant location
This is usually the name of the Host and is sometimes a reference to the commercial model where applicable if you have multiple but varying engagement terms/rates etc. (e.g. Pro Security - Project A)
This section relates to the items mentioned above, what company is a Host, Agency, Admin or Employer of Record.
Note: You will only have the option to select a company in one of the below roles if the same role has been applied in their Company Settings.
Host * - The entity to whom the worker is delivering work product (Typically the site/business where the worker is physically located or providing services to)
Employer Of Record * - An organisation or entity which is the legally responsible Employer of a worker (Typically the staffing/recruitment business, but can sometimes be another employing entity)
Default Purchase Order Number - The default purchase order number would be used in the case where you have a purchase order applied per client rather than per candidate or assignment. This appears on the invoice when produced
Invoice Frequency - What is the frequency from an engagement level that you would like to produce the invoice, keeping in mind this can vary from the company frequency settings if you have different contracts amongst your clients (Invoice being the Agency to Host)
Enable Processing Fee -Will usually only be applicable from an admin user perspective (outsources TTB processing) and you can incorporate a potential fee against the following options - percent, per payroll, monthly (fixed fee), fixed fee per timesheet. This would then be reported on via the margin report if necessary
Agency * - The entity whose invoice is issued to the Host. (Typically the staffing/recruitment business)
Administrator * - A business who is administering the Xemplo Timesheets product (this could be the same as the employer/agency. But can also be a third party providing outsourced services which can have the option of layering in their services, charge structures or invoices to the Agency)
Payroll Funding - The main use of the payroll funding element is if you are receiving funding we are able to incorporate the percentage used against the payroll figures which would then populate the margin report if needed
Agency Invoice Frequency - What is the frequency from an engagement level that you would like to produce the invoice, keeping in mind this can vary from the company frequency settings if you have different contracts amongst your clients (Invoice being the Admin to Agency)
Administrator Invoice Accounting Settings
Administration Income Code - Not a mandatory field. Would be used for the functionality of the admin company perspective. This would determine the income code that would be populated on the invoices when processed and pushed into the accounting system.
Attach Timesheets to Invoices - Toggle On to attach the verified timesheets to PDF invoices. Invoices can be received by email and downloaded manually from Xemplo.
Attach Timesheet Documents to Invoices - Toggle On to attach additional, timesheet-related documents to the PDF invoice. This is independent from the timesheets themselves. Candidates may include additional documents with their timesheets; e.g. on-site forms. If you do not need these included on the invoice but you have selected to attach the timesheets to the invoice you would need to turn this off.
Override Bank Details - Referring to the invoice template that is used. If the merge fields are in place and, for this specific client, you are needing them to pay their invoice into a different bank account to what has been outlined by the Agency, you are able to include the details here so when the invoice is then created it will pull those bank details onto the invoice.
Status Enabled - When a client leaves or you are no longer using them as a part of the assignment process you have the option to disable them and therefore hiding them from the list. We do not delete engagements for auditing purposes.
Setup & Edit Pay Categories
Please Note: An Employer Of Record (EOR) needs to be selected before Pay Categories can be selected. The available Pay Categories are defined by the EOR as they are the entity that pays the candidates.
Pay Categories are used to group consistent pay structure options for all assignments that are connected with that engagement.
Pay Categories can be built manually within Xemplo or connected with an Integration, such as:
This structure will allow:
Invoice & Accounting code designation for invoice builds or integrations
Consistent payroll-related pay category selection & options for assignment builds
If you have enabled a Keypay Integration for your Pay Category Build, you will be presented with a pay category drop down as per below (dependent on your KeyPay Setup)
Please Note: If you cannot see a pay category you require, you will need to build this within Keypay first, and then 'reload' the list. See add/update a relevant pay category for more information here.
Update your invoice and account code as required by your accounting system, this is what will be populated within the details of the sales invoices that are entering the accounting platform.