When a enterprice has several separate Koho environments in Koho, a company can also be formed from them in Koho's settings. This enables automatic cross-invoicing of employees' work in situations where the employee records working time elsewhere than in their home account.
The group structure also makes it possible to control the cost of user IDs as desired. For example, if a group has centralized IT support or a similar shared resource, their accounts can be divided equally between the group accounts. In addition, within the Group, the user account is not charged per environment, but only unique accounts affect invoicing.
In other words, if a user has an account in three different environments in the group, they are still only one user on the invoice.
Setting up a group and connecting environments to the group requires Koho's administrators, but defining users' home accounts and cross-invoicing within the group are within the scope of local administrators' rights.
Users in the group
On the user card, in the User rights view, you can define a so-called user rights. Home account.
In the Group - location section, you can select from the drop-down menu the company in which the employee's working hours are monitored. And who, if so defined, invoices the work of the "borrowed" employee from the other companies in the group where the work has been done.
Once a home account has been defined for a user, it is automatically completed when the same user (1:1 same email address) is created in a new environment. Setting up a home account also affects how the username is billed.
The "Group" setting above the "Group" option on the user card gives the user the right to group reporting. The location does not require the use of this!
Enterprise reporting
When the environment belongs to the enterprise and the user has the right to report on it, the reporting can be found in the upper right corner, by clicking on the user's name. From the drop-down menu that opens, select Enterprise.
Correspondingly, you can return from reporting by clicking on the user's name and then Manage.
Intercompany cross-invoicing
Cross-invoicing and users' home accounts can be used to automatically allocate shifts and invoices when work is recorded in different environments. When the user has a home account and the group's cross-invoicing is in operation, an offset (approved shift) is automatically created for the user's home account, which is visible to both the user and the Invoices - Shifts view.
By default, the invoice legend of the offset entry is supplemented with information about the environment in which the work was performed, for which customer it was done, and what work.
Project for automation
For all companies in the group, you need to create a project dedicated to automatic cross-invoicing that is not visible to users. As a description of the project, you should write separately that "do not delete or edit the project".
A subsidiary/sister company is selected as the customer of the project, and one project is created for each company to which invoicing is to be allocated.
In the project settings, the visibility is "Participants" and participants are not added, as the project is only for automation.
The task "Automatic cross-invoicing" is created for the project and the invoicing type required by the customer is selected for it.
Define cross-invoicing
The definition of intercompany cross-invoicing can be found in the path Setup - Invoicing - Group.
Column | Explanation |
|---|---|
Sister company | The Group's other companies in Koho. Each other environment in its own row. The board doesn't show the account that's currently being processed. |
Business customer | A customer set up in the current account that corresponds to a sister company. In other words, it has the same information as what is used in the sister company's own environment. |
Task | In the Business customer column, select the tasks for the customer's active projects. You should give a task that is created for cross-invoicing a recognizable name. |
Invoicing | Specifies how the work created in the home account and done in another environment is invoiced. The options are described in the table below. |
Billing options (what is generated on the home account)
Selection | Explanation |
|---|---|
Setting the original shift | The invoicing type is exactly the same as the work generated in the sister company's environment. |
Task setting | The invoicing method on the home account dictates how the work is processed. For example, if the task is contracted or internal work on the account of a sister company, but invoiced on the home account - the work is invoiceable. |
Original Person Cost (Source Account) | The work is billable. The cost of the work is taken from the user, on the account where the work is done. |
Person's cost (home account) | The work is billable. The cost is taken from the user's data from their home account. |
Always billable (reference price) | It is used when it is known that all work done to a sister company is to be invoiced, regardless of whether the work is contracted, internal or invoiced on another account. The price is set to the price that the original service would have if it were billable - i.e. the so-called reference price. |
Note about rerefreshing the view
Adding a new company to the table requires saving AND reloading the view. Simply saving does not retrieve the data in the table again, and the drop-down menus will not be available. The same is repeated when you want to add content to the task and billing cells.