Compensation
Set how a project is billed to the client, create invoice drafts from services and maintain compensation rules for employees.
Leadmode knows two kinds of compensation, which use the same calculation core and the same building blocks:
- Project compensation: what the organisation charges the client for a project. This produces a service settlement with an invoice draft.
- Employee compensation: what a person receives for their work. This produces a preview of the earnings, not a payroll statement and not a payment.
Leadmode only calculates amounts here from counted services. Which contracts, taxes or employment-law consequences follow from this, you clarify yourself, for example with your tax adviser.
Set project compensation
When creating a project there are the steps Compensation (model) and Terms. For an existing project you find them under Company → Projects, select the project, Edit project, row Compensation, button Edit compensation. The right "Edit project" in the project (project lead) or an organisation admin is required. Without the right the button is grey.
Choose a model
You choose a model as a card. Each model uses suitable building blocks, whose amounts you then enter. With Choose another model you change later.
| Model | Meaning |
|---|---|
| No billing | internal or without billing to a client |
| By the hour | the client pays an hourly rate for the time worked |
| Per appointment | a fixed amount per agreed or held appointment |
| Per lead | a fixed amount per qualified lead |
| Success commission | a percentage or fixed amount when the client achieves a closing |
| Monthly retainer | a fixed amount per billing period |
| Mixed model | combine several building blocks, for example retainer plus bonus per appointment |
Building blocks and terms
With Add building block you add building blocks; with Remove you take them out again. Each building block has a label on the invoice.
| Building block | Settings |
|---|---|
| Lump sum | amount per month or week, independent of service and time |
| Hourly rate | hourly rate, Which time counts?, Round to (exact minute, 5, 15, 30 minutes, hour), Rounding method (round started unit up or commercial rounding), minimum time, maximum time |
| Per service | price per unit, minimum quantity, maximum quantity, tiered price, Deduct later cancellations |
| Success commission | percentage of the order value, fixed amount per closing, waiting period in days, minimum and maximum amount per closing, Deduct withdrawn closings |
Which time counts? for the hourly rate:
| Time basis | Meaning |
|---|---|
| Reported call blocks | duration of the completed call blocks according to the block report, less free time |
| Measured working time | times from calls, documentation and email that count under the time rule of the project |
| Conversation time (net) | only the time in which a conversation was held |
| Call time (gross) | from dialling to hanging up, even if nobody answers |
Services under "Per service" are:
| Service | Counted |
|---|---|
| Appointment agreed | the first confirmed setting appointment of an opportunity, as soon as it is booked in the calendar. If the last attempt falls through or is cancelled, it no longer counts |
| Appointment held | the first held setting conversation of an opportunity. Missed and cancelled appointments do not count |
| Closing conversation held | every held conversation in the closing stage |
| Qualified lead | the first opportunity documented as qualified |
Each type of service occurs at most once. The counting corresponds to the Dashboard. A tiered price acts as "Graduated" (each tier applies only to its units) or as "Total quantity" (the tier reached applies to all units); up to ten tiers are possible.
The success commission calculates from the order value of the won opportunity, which you enter for the result "Quote accepted". Without an order value a percentage commission is not billed but reported as a note; a fixed amount needs no value. The waiting period states how long a closing can still be withdrawn before it is billed.
In the block Period and limits you set:
- Billing period: monthly or weekly (Monday to Sunday),
- Upper limit per period: more is not charged,
- Minimum amount per period: less is topped up.
With the switch Billing ends with the quota in the quota settings of the project, the hourly rate charges at most the hours of the monthly quota (see Projects).
Valid from
Under Valid from you choose whether the new version starts in the Current period or the Next period. A change never applies retrospectively to periods already billed. Services before the start of the version are not billed. Earlier versions remain under Earlier versions. Save only becomes active once you have changed something; for each building block you must enter an amount.
Service settlement
Billing takes place under Accounting → Receipts → Service settlement.
Choose the project at the top. If there is no compensation yet, it says "No compensation is stored for this project."
Check the preview "Billing" with the period in its title: items with quantity, unit price and amount, the total and possible notes. If the period is not yet closed, the preview shows the current state, and you can only bill after that.
Choose the invoice customer under Invoice to. The customer must be set up with this project (see Customers and articles); otherwise the system shows the note "No invoice customer for this project".
Click Settle and create invoice draft. The draft opens as a normal invoice that you can edit, issue and send (see Invoices).
If there is nothing to charge, the button reads Close period without amount, so that the sequence of periods does not break. Under Previous settlements are all settlements with amount, invoice number and status.
The following rules apply:
- The next period directly after the last settlement is always billed, as a whole, closed period. All services not yet billed up to its end belong to it, including those recorded later. Each service is offset at most once.
- Reversal: if an already billed service is later cancelled (cancellation, correction, withdrawn closing) and the switch for the deduction is on, it reduces the next settlement. What cannot be offset remains open and is deducted later.
- Maximum quantity: services above the limit count as settled and are not carried into the next period.
- Upper limit and minimum amount apply per period. Items take over the tax rate of the billing data and can be changed in the draft.
- Discard: if you discard the invoice draft, the settlement is withdrawn and the services become free again. An issued invoice remains; corrections run via an invoice correction.
Rights
The preview is visible to the project lead and organisation admins. Whoever has the finance right "Issue documents" may settle. Without the right the system shows the note "Only those with the finance right 'Issue' can settle". Members without these rights do not see the compensation of a project.
Employee compensation
Here you set what a person receives for their work. The building blocks, models and settings are the same as for project compensation. You need the right "Compensation" (organisation admins always have it). There are three ways:
- On the page Team in the personnel file the button Compensation (see Employees),
- Settings → Organisation → Team with the button Compensation for each person,
- In the project overview the tab Compensation with Edit terms (default for the project team).
The dialogue Compensation has two tabs:
- Terms: under Applies to you choose the scope. In person mode these are "All projects (default of the person)" or "Only in project …"; in project mode "All in the project without own rule" or "Only …" (one person). Then you choose the model, enter terms, choose Valid from and save. Under "Stored rules" you see all existing rules.
- Earnings: with the arrows you change the month. The list shows the items and the total for each project.
The most precise rule applies: the person's own rule in the project, otherwise the default of the project, otherwise the default of the person. Versions are versioned and apply from the start of a period.
Who receives which service?
| Service | Belongs to |
|---|---|
| Appointment agreed | the person who booked the appointment |
| Appointment held and closing conversation held | the person who conducted it |
| Qualified lead | the person who holds the role in the entry |
| Closing | the person who conducted the last held closing conversation, otherwise the person responsible for the opportunity |
| Hour bases | the blocks and time segments of the person |
The earnings are a preview from the currently valid services of a period. A running period is provisional; later cancellations reduce the amount immediately. Each person sees their own earnings under My earnings.
Settlement of employee compensation
The earnings are only a preview. A period becomes binding only when an organisation admin settles it. You do this in the project overview on the tab Compensation, in the block Statements. Only organisation admins see this block.
Choose a member of the project team under Person and click Check next period. If no compensation is set for the person yet, set the terms first.
Check the preview: period, items with amounts, and the number of New items and Reversals. For a person's first statement you can start later under Starts on (first day of a month or a week, no earlier than the suggested date). Anything before that stays unsettled.
If your bookkeeping is running, choose an Expense account. If there is no active expense account, create one in bookkeeping first.
Click Release period and confirm with Release. The amount is then fixed.
These rules apply:
- You can only release a finished period. While it is still running, the button stays disabled.
- Periods follow one another without gaps: for each person and project, the period directly after the last statement always comes next.
- If the amount changed between the check and the release, nothing is released. You then see the current preview and release after checking it.
- Every service belongs to exactly one statement. It never counts a second time, not even after a change of person or a new import. Services recorded late go into the next statement.
- Services without a person, for example a self-registration, belong to the organisation and not to employees. They appear in no employee statement.
- Reversal: If a service that was already paid later no longer applies, or belongs to someone else after a correction, the next statement of the previous person reverses the amount, provided the switch for deduction is on in the rule. The service is then open for the right person. A statement is never negative: if the new services are not enough, the reversal is offset later against future services, and until then the service stays locked with the previous person.
- A released statement never changes. Corrections go through the next statement or through cancelling.
Payout, cancellation and export
Under Statements in the project each statement is listed with its period, amount and status: Released, Paid out or Cancelled. Show items expands the individual items.
- Mark as paid out: Enter the date, the payment method (Bank transfer, Cash or Other) and optionally a reference or note, then confirm with Record. The system does not transfer any money, it only records the payment.
- Cancel statement: Only possible while nothing has been paid out. You must give a Reason (at least 3 characters). The services are then open again and go into a new statement.
- Export list (CSV): The payout list as a file for bookkeeping and payroll.
If you chose an expense account, the system also posts release, payout and cancellation in bookkeeping. The platform does not replace payroll: taxes, social contributions and the payout itself remain with your payroll office or bank.
Employees see their own statements under My earnings. They do not see cancelled statements there.