Payroll and billing

Payroll and billing overview

REFRUIT TNOS separates two distinct financial flows: payroll (money owed to workers) and billing (money owed to you by clients). Both are driven by approved timesheets and are prepared by the platform for human sign-off before any payment is made.

The platform does not initiate payments. It prepares payroll reports and invoices in formats compatible with your payroll provider and accounts system. A human authorisation step is always required before data leaves the platform.

Access to payroll and billing features is restricted to users with the Finance or Agency Admin role.

Weekly batch generation

The weekly payroll batch runs automatically at the end of the configured pay week (default: Sunday midnight Irish time). It collects all approved timesheets for the period, applies the applicable pay rates, calculates gross pay, and flags any exceptions for manual review.

Exceptions that require manual review include: hours exceeding the weekly Working Time Act 1997 limits, bank holiday premiums, expense claims, deductions, and any timesheet amendments submitted after the cut-off.

To review the batch, navigate to Payroll and select the current batch. Each worker row shows gross hours, rate, gross pay, and any flags. Resolve all flags before approving the batch. Once approved, the batch is locked and cannot be modified; corrections must be made via the amendment process in the following week.

The approved batch can be exported as a CSV or PDF summary suitable for upload to your payroll bureau or accountant.

Invoice format and VAT

Client invoices are generated from approved timesheets using the charge rates defined on each job. Navigate to Billing, select Generate invoice, choose the client and billing period, and review the draft before issuing.

Each invoice includes: your agency name and address, VAT registration number, invoice number (sequential), invoice date, client name and address, a line-item breakdown by worker and shift, subtotal, VAT amount, and total due.

VAT is applied at the standard Irish rate of 23% on agency service charges unless the client has a specific exemption on file. Ensure your agency's VAT registration details are entered correctly in Agency settings before generating invoices.

Invoices are generated as PDF and are stored in the platform permanently. Once issued, an invoice cannot be deleted; corrections are made by issuing a credit note against the original invoice number, followed by a replacement invoice.

Payment terms default to 30 days from invoice date. You can configure client-specific terms (14, 30, or 45 days) in the client record.

Exporting payroll and billing data

All payroll batches and invoices can be exported from the platform. Navigate to the relevant record and select Export. Available formats are CSV (for spreadsheet and accounting software import) and PDF (for records and client delivery).

The payroll CSV export includes columns for: worker name, PPSN, employer registration number, pay period, gross hours, rate, gross pay, employer PRSI, employee PRSI, USC, and net pay. This format is compatible with most Irish payroll bureau systems.

The billing export includes all issued invoices for a selected period, with columns for invoice number, client, invoice date, due date, net amount, VAT amount, and gross amount. This can be imported directly into accounting packages.

For Revenue reporting purposes, the platform can generate a P30 summary (employer PRSI and PAYE remittance) for each pay period. This is a summary only; submission to Revenue is performed via ROS by your accountant or payroll bureau.

All exports are logged in the audit trail with the exporting user's identity and timestamp.