Payroll & Finance

Billable Workers

Exactly which workers TempClock's per-worker charge counts in a month, how the bands turn the count into pounds, and where to see and download the list.

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Overview Who Is Billable Agency Console Client Dashboard Band Maths Billing Groups Troubleshooting Related Guides

Overview

The audit list behind the per-worker charge.

Before you start

  • Agency console: the Payroll preset, an Admin or a super admin.
  • Client dashboard: an Admin (the list is on the Billing page).

TempClock charges per site each month, plus a per-worker charge for the people who actually work. The per-worker charge never counts people who are only registered, or who are idle, or who clock on just one day. The pages below show the exact list of people counted, month by month, with a CSV you can check against your own records.

Who Is Billable

The rule in full.

A worker is billable in a calendar month if they clock a shift on 2 or more different days in that month. This is the standard rule; the page shows the number that applies to you.
Days are counted by clock-in date. Two shifts on one day count as one day.
A person is counted once, by badge number, however many sites or accounts they clocked at.
Registered workers who never clock, and dormant workers, are not counted. Workers who clocked on fewer days are listed as Not billable.
By default a shift that is disputed, or has an open query, does not count towards the days until it is resolved. The Disputed shifts card shows whether this applies.
A worker counts against their home account.

Agency Console

Reports, per client and month.

Agency console: Reports > Billable workers. This is not in the client dashboard menu (see below for its own view).

Choose the client and month

Pick the Client and the Month (the last 13 months; the current month shows "(so far)").

Choose who to list

Tick Also show people who clocked but are not billable to list everyone who clocked, with a Billable column. Leave it unticked to list only billable people.

Show and download

Click Show. Click Download CSV for the same list. Each download is written to the audit log.

The cards show Billable workers, Not billable, the Per-worker charge in pounds ex VAT (or "Switched off for this client, so not charged"), and Disputed shifts: left out or counted.
The list gives each person's name, badge, distinct days (hover for the dates) and sites.
When the client has the SMS add-on, a box shows the month's fee and texts.

Client Dashboard

Your own account on the Billing page.

Client dashboard: Setup > Billing, then the Per-worker charge section. Choose the Month and click Download CSV for the list. The section shows Billable workers and the month's charge, and lists Who is billable with each person's badge, days and sites. If the per-worker charge is not applied to your account, it says so and the list is for information.

Band Maths

Marginal bands, like tax bands.

The Band maths table shows each band, the workers in it, the rate and the amount. Bands are marginal: each rate applies only to the workers inside that band. The standard bands are 45p each for the first 50 billable workers, 35p each for 51 to 250, and 25p each above 250. A client may have custom bands, and the page says "This client has custom bands." when it does.

Band Workers Rate Amount
1 to 50 50 £0.45 £22.50
51 to 250 200 £0.35 £70.00
251 and over 350 £0.25 £87.50
Total (600 billable workers) 600 £180.00

Billing Groups

Several accounts billed as one.

Several client accounts can be billed together as a billing group. The figures are then for the whole group, each person counted once, and billed to the group's billing account. The page says which group the client is in. In the client dashboard, a member that is not the billing account sees its own people and the group total.

Note

Billing groups, custom bands, the number of days and the disputed-shift rule are set by TempClock, not on your instance. To change them, raise a ticket on Setup > Help & support.

Troubleshooting

Common questions.

Question Answer
A worker clocked twice on one day but is not billable Days are counted, not shifts. They need 2 different days.
A worker is counted at two clients They are counted once per billing account. In a billing group they are counted once across the group.
The current month changes every day It is the month so far. The figure is final once the month ends.
A disputed shift was left out It counts once the dispute or query is resolved.
Your Payroll Week (the Payroll role checklist)
Billing and Subscriptions
The SMS Add-on
Dormant Workers
Previous Margin Reports Next AWR Tracking
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