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Clients

What is a client?

A client is your customer where you have placed a temporary or permanent worker. The client is the entity that you will bill/invoice for your worker's services.

Adding a New Client To RSM InTime

What do I need to do to set up a Client?

You will need to add the client to RSM InTime.

How do I add the client to RSM InTime?

Prior to enterin a new Client record, you should ensure you have the following details to hand.

• Client name (as it should appear on the invoice).

• Invoicing address.

• Invoice email delivery address.

Step by step instructions

1. Navigate to Profiles > Clients. 

2. Click on the "Create" button located at the top right hand corner of the page.

3. Enter the above noted client details in to the relevant fields. The fields listed below should be populated as a minimum:

   1. Main Tab:

      1. Company Name: Client Name (exactly as it needs to appear on the invoice).

      2. VAT Code: This should default to “Standard” meaning that VAT is added on to your sales invoices. There may be instances where VAT should not be raised (exempt). In those cases, update the VAT code field to “None (T0)”.

   2. Invoicing Tab:

      1. Invoicing address: Enter the invoicing details here. We need address line 1 and Town as a minimum. To email invoices to multiple recipients, you should comma separate addresses in the [Email] field. For example: accountspayable@rsmuk.com,hirer@rsmuk.com.

      2. Payment Terms: default payment terms will be applied. If you have agreed different terms with your client, please update the terms accordingly.

   3. Advanced Tab:

      1. Allocation of items to invoices: This tells us how we should raise invoices on your behalf. For example, one consolidated invoice per week, one invoice per worker. Please select the appropriate value. Please consult with your account contact if you are unsure how to configure a specific request.

4. Click "Save" located at the foot of the current page. RSM InTime will check for any missing or incorrectly entered data and will highlight the field red.

What if I need to bill a client in a different currency?

Please consult with your RSM accounts contact. They will ensure the billing currency has been enabled on your RSM InTime instance and guide you through the next steps.

Invoices

What will our invoices look like?

An example invoice can be viewed below. Invoices will be branded with your logo. Timesheet back up documents will also be included with the invoice.

Open

(Click to enlarge) or click the below to download a PDF sample

How do I change the way my invoices are raised?

RSM InTime allows you to configure the way invoices are generated. For example, you may want invoices for a paticular client to generate one invoice per worker, or have all timesheets for a payroll run on a single invoice.

To update this, you will need to access the client

How are invoices delivered to my clients?

Invoices are delivered by email on a one invoice attachment per email basis. That means multiple invoices generated per invoicing run to the same contact will all be delivered individually. This will help ensure that emailed invoices are not rejected for exceeding attachment sizes.

Emailed invoices are delivered in a single consolidated PDF containing both the invoice and any applicable timesheet back up.

How do I view my sales invoices?

1. From the menu bar, click Sales > List Invoices.

2. Enter your search criteria.

3. Click 'Search'

Intime will return a list of invoices that match the criteria that can then be exported as a csv file or exported in a report format.

How do I view my sales credits?

1. From the menu bar, click Sales > List Credit Notes.

2. Enter your search criteria.

3. Click 'Search'

Intime will return a list of invoices that match the criteria that can then be exported as a csv file or exported in a report format.

How do I download a sales invoice/credit note?

Follow the instructions listed above to search on the invoice/credit note you require.

Method A (Single invoice/credit download)

1. Click on the invoice ID (The invoice will open in a new window).

   • Click on the 'Download' option.

   • Save your file.

Method B (Multiple invoice/credit download)

1. Tick each applicable invoice from the 'Select' column.

   • Click either 'Download As Zip' or 'Print Selected'.

   • Save your file.

Credit notes and adjustments

What if we need to raise a credit?

You should email you account contact at PayBill.ESL@rsmuk.com.

Please provide the following details:

• Client

• Original invoice number (if applicable)

• Details of the credit (example below)

  • Charge: Credit Joe Bloggs 5 units at £25 = £125

  • Pay: Reduce pay by 5 units @ £20 = £100

• Whether a worker pay adjustment is required.