Recommended Freelancer Timesheet & Overhead Cost Process

This process enables Freelancer timesheets to be recorded against client Jobs as In-House Timesheets, while posting Freelancer supplier invoice costs to an overhead account in the Profit & Loss. Timesheets can be entered either by the Freelancer or by an Account Manager.  It will also make it easier to record, pay, and track freelancer superannuation obligations.

Before You start

Performed by: Finance / Administrator

Before using this process, ensure JobBag is configured to create Freelancer timesheets as In-House Timesheets. See: Create Freelancer Timesheets as In-House

Step 1: Add Freelancer Record to the Address Book (If Required)

Performed by: Account Manager

Before assigning a Freelancer to a Job, check whether the Freelancer already exists in JobBag.

Navigate to:JobBag > Address Book > Supplier Worklist  

If the Freelancer has not already been set up, complete the setup process. See: Add Freelancer

Step 2: Assign the Freelancer to a Job

Performed by: Account Manager

Once the Freelancer has been engaged, assign them to the relevant client Job.

Steps:

1. Add a task to the relevant Job via the Planning tab
2. Assign the task to the Freelancer
3. Email the task details to the Freelancer from JobBag
4. Use the Job Number as the Purchase Order (PO) reference

For more information, see: How to create a Task

Step 3: Enter Freelancer Timesheets

Performed by: Account Manager or Freelancer

Freelancer timesheets can be entered in two ways:

Option 1: Freelancer Enters Timesheets

The Freelancer enters their own timesheets through the Active Diary using their assigned tasks.

Option 2: Account Manager Enters Timesheets

The Account Manager enters timesheets on behalf of the Freelancer via:

• Active Diary
• Costing menu

For more information, see: Creating a Timesheet in JobBag

Step 4: Create Freelancer Invoice

Performed by: Finance

Finance processes the Freelancer invoice by loading the recorded timesheets.

This process:

• Matches the Freelancer invoice to the timesheets recorded against the Job
• Posts the Freelancer supplier invoice costs to the relevant overhead account in the Profit & Loss

Important:

When processing Freelancer supplier invoices, select:

Option 1: Load Outstanding Timesheets

For more information, see: Creating a Freelancer Invoice

Step 5: Pay Freelancer Invoice (Batch Payment Process)

Performed by: Finance

Once the Freelancer invoice has been approved, process payment using the Batch Payment process. Payments can be made weekly, fortnightly, or as required by your business.

For more information, see: Batch Payments

Step 6: Reconcile and Pay Superannuation

Performed by: Finance

After the Freelancer invoice has been paid, complete the Superannuation Reconciliation and Payment process to calculate, reconcile, and pay any superannuation obligations for eligible Freelancers.

For more information, see: Superannuation Reconciliations and Payments