Creating a New Engagement

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 or Bullhorn

• 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.

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To create a New Engagement, navigate to:

Timesheets → Engagements

Click ‘New Engagement’ in the top, right-hand corner.

You can complete the form to set up your new engagement. Please ensure that you fill out all the required fields.

Engagement number

This can serve two purposes: reporting and linking a client host to a KeyPay location so that timesheet lines are populated with the relevant location.

Engagement name

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)

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This section relates to the items mentioned above, what company is a Host, Agency, Admin or Employer of Record.

Employer of Record (EOR) 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) 

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)

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)

Default purchase order no. 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

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After creation, you will be redirected to the new screen. To edit the engagement, click Edit Engagement.

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Agency to Host Invoice

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)

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.

Override Recipient Details Referring to the invoice template in use, the recipients of the invoice will be updated based on the information entered here, rather than what has been outlined by the Agency.

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On Costs

The on costs added to the On costs section of the Employer of Records company settings (when the "Enable in engagement by default" button is turned on) will be displayed here.

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Invoice Attachments

Attach Timesheets Toggle On to attach the verified timesheets to PDF invoices. Invoices can be received by email and downloaded manually from Xemplo.

Attach timesheet documents 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.

Attach expense document Toggle On to attach expense documents attached by candidates to their timesheets when filing for an expense claim.

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Pay Categories

Pay Categories are used to group consistent pay structure options for all assignments that are connected with that engagement. It can be built manually within Xemplo or connected with an Integration, such as:

• KeyPay
• Xero
• MYOB

This structure will allow:

1. Invoice & Accounting code designation for invoice builds or integrations

2. 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.