Freelancer management

This additional feature simplifies the management of freelancers and related accounting tasks.

As users with limited rights, freelancers enter their services and expenses directly on projects and phases. The accounting is done via a credit note based on a creditor. The external costs of the freelancer services are charged to the project, but do not appear on the customer invoice.

This application is an additional feature. You can find the corresponding config set here.

Requirements and basics

In order to work with this additional feature, you must define a company and a default VAT type. In addition, the country must be entered for all addresses concerned so that the VAT is correctly invoiced.

Freelancers are entered as regular users, where the Freelancer checkbox must be ticked and an hourly rate (user rate) entered. The entry currency must match the hourly rate currency. An address must be assigned to be used as the supplier address for accounting (credit note). It is recommended to assign a contact, instead of a company, especially, if several freelancers work for the same company.

Subsequently, the freelancer must be assigned to the user group Freelancer – created by the additional feature – which limits their user rights. You can enter your services and expenses, but you do not see prices or costs on the projects.

Application

Freelancers can enter their services and expenses directly on the projects or phases.

Note: It is recommended that all users enter their expenses in the key currency to avoid additional creditors per currency used.

All users with the ticked checkbox Freelancer are located in the HR folder under Freelancer. The columns Services not on creditor / Expenses not on creditor show all services and expenses that have not yet been charged:

For a detailed list, you can see in the subfolders Freelancer services, Freelancer expenses and Freelancer creditors all services, expenses or creditors defined for a period of time that are already included on a creditor or not (see checkbox On creditor).

Here, for example, all uninvoiced services of these freelancers:

Create freelancer creditor

In a list or for individual users, you can execute the action Create freelancer creditor which only considers creditors from freelancers. A dialog appears to define the required period of time. By default, the previous month is entered. By clicking on OK, the required creditors are created automatically.

The list with all created creditors will then open automatically.

On a single creditor, the corresponding supplier (address on the user), the amount of outlays and expenses and a text is entered. Also

• an activity of type creditor is created that contains a credit note (1)
• all services and expenses are assigned to outlays and (2)
• the relevant supplier is linked (3).

1	You can open the credit note on the Document page with the button Edit. This document can be used as a credit note for the freelancer (company) or posted against the invoice of the freelancer/company. In the case of creditors with a foreign currency, VAT = 0 as services abroad (in the European Economic Area) can be charged without VAT (reverse charge). Note: According to the regulations in the service business, expenses must be charged at the standard VAT rate. Freelancers are reimbursed the gross amount of the expenses, but the expenses are shown at the standard VAT rate on the invoice.
2	Link to the company that is registered as an address on the freelancer.
3	These outlays are part of the project from which the services and expenses originate or are linked to the project, but have no impact on invoicing, because the external costs are set to zero. Instead, the freelancer’s costs are charged to the project as outlays. In addition, the freelancer is selected for the outlay type.

Requirements and download

Before importing the config set, we recommend you read the article Key information about the additional features. Config sets modify data in Vertec, which can overwrite existing data.

The exact import process is described in config sets.

You can download the additional feature with the following link:

The following objects are created by importing the config set: