As we mentioned in our Payroll post, self-employed staffers have a completely different process than employees. For employees, you pro-actively decide how much you’ll pay them and just pay them. Self-employed staffers, however, need to invoice you. You still know exactly how much you need to pay them, but you do need to wait for the invoice. Once that invoice arrives, you want to do two things:
- check that the amount is actually correct
- mark the corresponding shifts as paid, so that for the next invoice we know they shouldn’t be included
Let’s look at the process, using our favorite Hollywood actors, as usual. We’ve been hiring Jesse Spencer through October to film a special episode of Dr House, and he just sent us an invoice for the first week of shooting, for £1,250.
To enter this into watu, we first go to see all our self-employed staff inside the Payroll area:
We can see here that Jesse has £5000 in un-paid shifts. Clicking New Invoice lets us enter the details:
The idea here is to cross-check the invoice sent by the staffer with what watu knows we need to pay them, to make sure the invoice is correct. We do this by entering the invoice total, and selecting which shifts are getting paid in this invoice. watu will calculate the total amount of the selected shifts, and will only let you save the invoice if those totals match. If they don’t match, then there’s something wrong with the invoice which needs to be corrected before it can be entered into watu.
Once you enter the invoice total, watu tries to auto-select the shifts for you, starting from the oldest one we owe, until it “runs out of funds”. Even if the totals match, you should check that the shifts selected are the right ones. This will also help you notice things like past shifts a staffer forgot to invoice, or if the invoice includes a date that isn’t in the list of unpaid shifts, you can easily check previous invoices in watu to see if it was invoiced twice by mistake.
Whatever you do, and following our Payroll design ethos, watu will never let you pay for the same thing twice, and will make it very clear if something is being left un-paid.
After saving the invoice, you get a little “receipt” for it, so you can easily check a staffer’s invoices.
Next stop: Expenses!
And as always, we’d love to hear from you if you have any feedback.