Xemplo 3.46 gives you more control over invoices: you can now update an invoice's paid status yourself, find timesheets by worker when generating invoices, and choose to combine matching lines on invoice PDFs. Invoices and RCTIs now have their own sender details, and timesheet approvers can be protected from accidental approvals by email security scanners. This release also adds a new worker alert for your Payroll Contact, Public API updates, a Workflows data source in Analytics and a range of other improvements.
More Control Over Invoices
We've made three changes to help you manage invoices with less back-and-forth.
Update an invoice's paid status. Previously, once an invoice was marked as paid, there was no way to undo it, including when the status came from Xero. You can now set or clear an invoice's paid status yourself and set the paid date. When an invoice is marked as unpaid, its paid date is cleared.
Filter by worker when generating invoices. The Generate Invoice page now has a Worker Name filter alongside Issued By, Issued To, Invoice Frequency and Timesheet Date. Pick a worker to see only the invoice groups that include them. Your Host's invoice grouping stays intact, so other workers in the same group are still included.
Combine common invoice lines. Invoices with adjustment timesheets can show several separate lines for what is effectively the same charge. A new invoice rendering option combines matching lines into a single line on the invoice PDF. It changes only how the PDF looks, not the underlying invoice data. Contact our Customer Support team to turn this option on.
Find out more about Invoices here.
Dedicated Sender Details for Invoices and RCTIs
Invoice and RCTI emails now come from sender details set specifically for them, rather than your company's Payroll Contact.
- Invoices are sent using the Invoice Sender Email and Name only. These are now required, and Xemplo no longer falls back to the Payroll Contact.
- RCTIs now have their own RCTI Sender Email and Name for Agency and Employer of Record companies. Where these were empty, we've filled them in for you so your RCTI emails keep sending.
We recommend checking these details in your invoice settings so recipients see the right contact.
Confirm Before Quick Approving Timesheets
Some email security tools automatically open links in incoming emails to check them for threats. When this happened to a timesheet notification, the Quick Approve link could approve the timesheet without anyone actually reviewing it.
You can now ask Xemplo to show a confirmation page when an approver selects Quick Approve. The timesheet is only approved once the approver selects Approve on that page, so automated link scanners can no longer approve timesheets. If this option isn't turned on, Quick Approve works exactly as it does today.
Contact our Customer Support team to turn on Quick Approve confirmation.
Find out more about approving timesheets here.
Notify Your Payroll Contact About New Workers
Xemplo can now email your company's Payroll Contact whenever a new worker is successfully exported to your integrated KeyPay/Employment Hero payroll, for example when an onboarding is approved. Your payroll team knows straight away that a new worker is ready to be set up for their first pay.
To turn it on, open your Employment Hero Payroll integration settings and switch on Notify Payroll Contact on New Worker Export. The setting is off by default, and the email is only sent if your company has a Payroll Contact. Failed exports continue to send their existing error email.
Find out more about the Employment Hero Payroll integration here.
All Release Inclusions
The following list details all changes included in this software release. Find out more about each change by selecting the link, including user impacts and configuration instructions (where applicable).
| Product | Feature | Summary |
|---|---|---|
| Analytics | Data Sources | Added a Workflows data source so you can build custom reports on workflow activity. |
| Bill | Assignments | Locked Timesheet Settings and Pay & Charge Rules cards now show a banner explaining why the fields can't be edited. |
| Bill | Assignments | Fixed the Invoice Frequency filter and Assignment Report column to use the correct value based on the Host's invoice grouping. |
| Bill | Assignments | Fixed base rates increasing each time an assignment using a rate template was saved. |
| Bill | Bullhorn | Added a warning when a placement's pay rate is empty or zero, or when the pay or charge rate is negative. |
| Bill | Bullhorn | Candidate email addresses are now validated when a placement with a Service Agreement is sent, rather than on approval. |
| Bill | Bullhorn | Fixed switching agency from the "Cannot access Placement" window returning you to the same window. |
| Bill | Company Settings | Clearer wording for Automated Timesheet Reminder settings, including the new Overdue Timesheet buffer label. |
| Bill | Company Settings | Fixed saving one Invoice Settings tab clearing settings on other tabs and resetting their invoice numbers. |
| Bill | Company Settings | Fixed saving the Agency or Admin Invoice Settings tab clearing the Host's override bank details. |
| Bill | Integrations | Updated the Xero connection to support Xero's new granular permission scopes. |
| Bill | Integrations | Fixed Xero invoice exports failing when consultant split rounding produced a negative tax amount. |
| Bill | Integrations | Fixed consultant split rounding adjustments not being currency-converted on foreign-currency Xero invoice exports. |
| Bill | Invoices | Added the ability to update an invoice's paid status and paid date. See highlight above. |
| Bill | Invoices | Added a Worker Name filter to the Generate Invoice page. See highlight above. |
| Bill | Invoices | Added an option to combine common lines on invoice PDFs. See highlight above. |
| Bill | Invoices | Invoice emails now use the Invoice Sender details only, and RCTIs have their own sender details. See highlight above. |
| Bill | Navigation | Fixed opening an assignment or timesheet from a list occasionally showing the wrong record or no data. |
| Bill | Public API | Company creation now accepts the new default tax fields, with a new tax lookup endpoint. DefaultTaxable and DefaultNonTaxable are deprecated. |
| Bill | Rate Templates | Timesheet Frequency can no longer be changed on a rate template with linked assignments. |
| Bill | Timesheets | Added an optional confirmation page for Quick Approve. See highlight above. |
| Employ | Documents | Fixed the document control bar moving when scrolling while previewing a contract or document. |
| Employ | Integrations | Added an option to email the Payroll Contact when a new worker is exported to Employment Hero Payroll. See highlight above. |
| Employ | Leave | Fixed several Leave Calendar issues, including filters, the Weekly view and leave beyond 30 days not showing. |
| Employ | Positions | Fixed awards outside the first 200 results not appearing in Awards & Classifications search. |
| Employ | Public API | Get Worker and Search Workers now return each worker's Onboarding Status. |
| Employ | Public API | Search Workflows now accepts a date and time (UTC) for the last updated filters. |
| Employ | Public API | Worker credentials and work rights endpoints now return an empty list, rather than an error, when a worker has none. |
| Employ | Worker Profile | Fixed the Superannuation section being empty for existing workers using their company's default super fund (AU). |
| Onboard | Onboarding | Completed credential and question steps are now ticked straight away when reviewing an onboarding. |
| Onboard | Onboarding Settings | Fixed the live chat setting not saving. |
| Platform | Dashboard | Fixed the dashboard greeting sometimes missing your name or company name. |
| Platform | Payroll | Fixed the Payroll page loading blank, which affected Employment Hero Payroll sign-in for company users. |
| Platform | Security | Strengthened access controls and data protection across several areas. |
| Platform | User Management | Changing a user's email address now updates only that user, syncs across Xemplo products and notifies both the old and new addresses. |
| Platform | User Management | Fixed the user change log showing incorrect times. |
| Platform | General | Centred the loading indicator shown after you log in. |
What's Next?
All Xemplo users will have access to software updates in the coming weeks, and we'll continue to launch exciting new HR features in the coming quarter. We'll let you know about future enhancements through email and release announcements.
Always Here to Help
Have questions? We are here to help you. If you have any queries or feedback, don't hesitate to contact our Customer Support team.