Billing is processed on the 1st of every month, and a PDF invoice is sent to you via email on the same day. Then, on the 8th of the month, we will process the amount specified on the invoice from the credit card that we have on record for you.  

Active employees

Our fee for accessing Employment Hero Payroll is charged per active employee per month. An active employee is defined as any individual (set up as an employee or contractor or anything else in the business) included in one or more of the following activities within the billing period:

• A pay run that has been finalised, even if that pay run is then unlocked.
• A timesheet that has been approved, even if that timesheet is then unapproved or rejected.
• An expense request that has been approved, even if that expense request is then unapproved or declined.
• A leave request that has been approved, even if that leave request is then unapproved or declined,
•  A shift that has been published, even if that shift is then unpublished.

These activities will be captured within the billing period when the action is undertaken in that billing period. For e.g., if a pay run is first finalised on the 10th of July, regardless of the pay period date range, or a timesheet dated in May is first approved on the 12th of July, they will be included in the invoice sent on the 1st of August that pertains to the 1st July to 31st July billing period.

An important note regarding active users: each active user count will be unique. Specifically, if an employee is included in both finalised pay runs and approved timesheets, that employee will only be counted as a one-active user on the invoice. In addition to the per-activated employee fee, the other billable items include SMS notifications and super-processing fees.

Invoices for businesses

Full-access users can also access the business invoices by clicking on Payroll Settings menu, followed ‌by the Invoices submenu, and then clicking the Download button.. The PDF export is a copy of the invoice already sent.

The excel export lists all employees that have met the definition of active employee within the billing period and identifies the reasons we included them. It could be because they were included in a pay run or had approved timesheets, leave, expenses, or published shifts. The excel worksheet also includes a breakdown of other additional fees.

What is included in your invoice?

Your PDF invoice will include the total quantity for that billing period, and rate per quantity of active employees and any additional product fees, such as sms, etc. Take note of the following:

• The value in the Qty column will be the number of unique active employees involved in any billable activities.
• The value in the Rate column is derived from the unit price allocated to the plan you have selected as part of your subscription. You can view the price from the Payroll Settings Subscription page.

The excel export will include the following details:

• The pay period of each pay run that was first finalised within the billing period and the number of employees included in each pay run.
• The number of timesheets first approved within the billing period and the number of employees those timesheets belong to.
• The number of leave requests first approved within the billing period and the number of employees those leave requests belong to.
• The number of expense requests first approved within the billing period and the number of employees those expense requests belong to.
• The number of rostered shifts first published within the billing period and the number of employees those shifts belong to.
• The number of sms sent to employees and whether they relate to pay-run, roster, kiosk granted and/or pay slip notifications.

Invoices for brands

If a brand is configured to be billed directly, then anyone with brand-level access can access these invoices via the partner dashboard. The information contained in the PDF invoice and/or excel export will be broken down for each billable business under the brand and includes:

• The pay period of each pay run that was first finalised within the billing period and the number of employees included in each pay run.
• The number of timesheets first approved within the billing period and the number of employees those timesheets belong to.
• The number of leave requests first approved within the billing period and the number of employees those leave requests belong to.
• The number of expense requests first approved within the billing period and the number of employees those expense requests belong to.
• The number of rostered shifts first published within the billing period and the number of employees those shifts belong to.
• The value in the Quantity column will be the number of unique active employees involved in any of the above-listed activities.
• The unit price for each active employee is the unit price ‌derived from the plan each business has selected as part of their subscription.
• The number of sms sent to employees and whether they relate to pay run, roster, kiosk granted and/or pay slip notifications.

Invoices for partners

If a partner account is configured to be billed directly for all brands and associated businesses attached to their account, then a partner-level user can access their invoice via the partner dashboard. The information contained in the PDF invoice and/or excel export will provide the same level of detail as explained above for brand invoices.

If you have any questions or feedback, please let us know via  support@yourpayroll.co.uk.