Fee instructions are an essential aspect of managing the billing process for businesses providing services to clients. By providing clients with clear and concise information on the fees associated with services provided, businesses can avoid disputes related to billing and payment. This section will explain everything you need to know about fee instructions including both worker and non-worker fee instructions, as well as how to manage them.

1. What Are Fee Instructions?

Fee instructions are an important aspect of the payroll process, as they provide clients with a clear understanding of all fees that will be charged by the payroll provider in connection with each employee. In order to ensure that clients are fully informed, payroll providers should include a comprehensive list of all fees, including those associated with employee onboarding, payroll processing, and tax filing.

Each column of fee instruction table lists the fee code. (Please refer to 📖Client Billing Settings Fee Codes section to see how to set Fee Codes)

2. Access Fee Instructions

1. Go to the sidebar and select Client Billing
2. Click Fee Instructions
3. The fee instructions table will show up

There are 3 tabs on the fee instructions page:

• Worker Instructions: List all workers with the worker-fee fee code
• Non-worker Instructions: List all fee instructions with client-fee fee code
• All Instructions: List all fee instructions regardless of types

3. Worker Instructions

3.1. Create New Worker Instructions

There are 3 ways to create new worker instructions: a. Upload Fee Instructions From Template, b. Add Worker Instructions From the Table, and c. Add Worker Instructions Manually

a. Upload Fee Instructions From Template

1. Click … at the top-right corner
2. Click Download v2 Bulk Upload Template or download it here

Fee Instructions Upload Template.xlsx13.7KB

or download the template from the browser


3. Fill out the excel file
4. Click ... then click Bulk Upload Fee Instructions from v2 Template

5. Upload the template
6. The new instruction will appear in the table

b. Add Worker Instructions From the Table

1. Click on the cell in the table that corresponds to the fee code and employee (e.g. Accrued Severance of Jennifer Kim)
2. To use local currency, check “Use local currency”
3. Set up amount (e.g. 5000 HKD)
4. Set up remarks (optional)
5. Set up frequency (e.g. Once)
6. Set up first (and last) invoice period (e.g. first invoice period in 1/2023)

7. You can click “Advanced” to extend the form
• Set up discount amount and discount approver (optional)
• Set up local indirect tax applicable (with tax rate), out of pocket fee applicable (with out of pocket rate) (optional)
• Upload supporting document

8. Click Saved
9. The new worker instruction will appear in the table

c. Add Worker Instructions Manually

1. Click Add Instruction
2. Select “Worker” for the type of instruction
3. Select client (e.g. Kitsune Electric)
4. Select worker (e.g. Yamashita Moore)
5. Select fee code (e.g. Insurance Premium - Global)
6. To use local currency, check “Use local currency”
7. Set up amount (e.g. 300 HKD)
8. Set up remarks (optional)
9. Set up frequency (e.g. Monthly)
10. Set up first (and last) invoice period (e.g. first invoice period in 1/2023)

11. You can click “Advanced” to extend the form
• Set up discount amount and discount approver (optional)
• Set up local indirect tax applicable (with tax rate), out of pocket fee applicable (with out of pocket rate) (optional)
• Upload supporting document

12. Click Saved
13. The new worker instruction will appear in the table

3.2. Edit Worker Instructions

1. Click on the cell in the table that contains the fee instruction corresponding to the fee code and employee that you want to edit (e.g. Accrued Severance of Jennifer Kim)
2. Click Edit
3. Click Edit Instruction

4. Edit the instruction (e.g. changing the amount to 4000 HKD)
5. Click Continue
6. Confirm the change (changes will be highlighted)

7. Click Save
8. The edited worker instruction will appear in the table

3.3. Delete Worker Instructions

1. Click on the cell in the table that contains the fee instruction corresponding to the fee code and employee that you want to edit (e.g. Accrued Severance of Jennifer Kim)
2. Click Edit
3. Click Delete Instruction

4. Click Delete
5. The deleted worker instruction will disappear from the table

4. Non-Worker Instructions

4.1. Create New Non-Worker Instructions

1. Click Add Instruction
2. Select “Non-Worker”
3. Select client (e.g. Kitsune Electric)
4. Select fee code (e.g. Bank Transfer Fee)
5. Set up amount (e.g. 300 HKD)
6. Set up remarks (optional)
7. Set up frequency (e.g. Monthly)
8. Set up first (and last) invoice period (e.g. first invoice period in 3/2023)

9. You can click “Advanced” to extend the form
• Set up discount amount and discount approver (optional)
• Set up local indirect tax applicable (with tax rate), out of pocket fee applicable (with out of pocket rate) (optional)
• Upload supporting document

10. Click Saved
11. The new non-worker instruction will appear in the table

4.2. Edit Non-Worker Fee Instructions

1. Click Edit on the non-worker fee that you want to edit (e.g. Kitsune Electric - Bank Transfer Fee)
2. Click Edit Instruction

3. Edit the instruction (e.g. changing the amount to 200 HKD)
4. Click Continue
5. Confirm the change (changes will be highlighted)

6. Click Save
7. The edited non-worker instruction will appear in the table

4.3. Delete Non-Worker Fee Instructions

1. Click Edit on the non-worker fee that you want to edit (e.g. Kitsune Electric - Bank Transfer Fee)
2. Click Edit
3. Click Delete Instruction

4. Click Delete
5. The deleted non-worker instruction will disappear from the table

4.4. Filter Non-Worker Fee Instructions

You can choose desirable criteria to filter lists of instructions that you want to display in the table.

1. Click Filters
2. Select criteria that you want to filter (e.g. Month)
3. Set your criteria (e.g. Mar 2023)

4. The filtered values regarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

4.5. Sort Non-Worker Fee Instructions

The table can be sorted alphabetically and numerically in descending and ascending order.

• If data in the selected column is alphabetic data, it will be sorted alphabetically
• If data in the selected column is numerical data, it will be sorted numerically
• If data in the selected column is in date format, it will be sorted from newest or oldest

The table can be sorted by one column at a time.

1. To sort based on that column, click on the head of a column until you get the desired sort

#️⃣

Symbols

Not Sorted

Ascending Order

Descending Order

2. The sorted table will show up

5. All Instructions

The “All Instructions" tab is the same as the "Non-Worker Instructions" tab with the addition of worker instructions. The features in the “All Instructions" tab are also the same as the "Non-Worker Instructions" tab (refer to 4. Non-Worker Instructions).

Next: Global Invoice Report