Freelancer management

This additional feature simplifies the management and billing of freelancers.

As users with limited rights, freelancers enter their services and expenses directly on projects and project phases. The billing 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 Enkunden invoice.

This application is an Additional Feature. The corresponding config set can be found here.

Prerequisites and basics

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

Freelancers are entered as regular users, where the checkbox Freelancer set and an hourly rate (User Rate rate) must be entered. The recording currency must match the currency of the hourly rate. In addition, an address must be assigned to be used as the supplier address for billing (credit note). It is recommended to assign a contact instead of a company, especially if several freelancers work from the same company.

Subsequently, the freelancer only has to create the user group – created by the additional feature - Freelancer assigned, which limits their user rights. You can enter your services and expenses, but you don't see prices or costs on the projects, for example.

Application

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

Note: It is recommended that all users enter their expenses in the Key Currency to avoid additional accounts payable per currency used.

All users with checkbox enabled Freelancer are located in the HR folder under Freelancer. The Columns Leistungen / Spesen nicht auf Kreditor show all services and expenses that have not yet been settled:

For a detailed listing, the subfolders Freelancer Accounts payable, Freelancer Services services and Freelancer Expenses can Accounts payable view for expenses defined period of time all services, services or expenses that creditors already included or not on a vendor (see checkbox). Auf Kreditor).

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

Create Freelancer Vendors

On a list or individual users, the action can Freelancer Kreditoren erstellen Only creditors from freelancers are taken into account. A dialog appears to define the desired period. By default, the previous month is entered. With a click on OK, the desired accounts payable are created automatically.

The list of all created creditors will then be opened 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 Accounts payable is created that contains a credit note (1)
• the relevant supplier is linked (2) and
• all services and expenses are assigned as outlays (3).

1	The credit note can be made on the page Document via Button Bearbeiten can be opened. This document can be used as a credit note to 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: Accord to the setting in the service business, expenses must be charged at the standard VAT rate. Freelancer will be reimbursed the gross amount of the expenses, but the expenses will be 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 the invoicing because the external costs are set to zero. Instead, the freelancer’s costs are charged to the project as outlays.

Requirements and Download

Important information before importing the config set can be found in the Worth knowing about the additional features article. Config sets modify data in Vertec, which can overwrite existing data.

The exact import process can be found in the Articles about the config sets.

Download the additional feature with the following download link:

The following objects are created by importing the config set: