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Using ShiftCare to cross check invoices submitted by contractors and ABN staff
Using ShiftCare to cross check invoices submitted by contractors and ABN staff

Cross check contractor's invoices using shift information and a timesheet export

Ian Deshays avatar
Written by Ian Deshays
Updated over a week ago

You can use the information from ShiftCare's timesheet export to cross check the invoices contractors are submitting to you. This way when you're submitting their invoices to your accounting platform as cost of sale you'll be able to validate the shift breakdown and totals they've submitted.

This article has two sections:

Setting up ShiftCare to calculate what contractors should be invoicing you

In order to set this up you'll need to switch your payroll platform selection to MYOB - it can be changed after the setup has been completed.

The next step is to setup the pay groups. With MYOB selected as your payroll software you'll see the Code column. For each of the time blocks you'll need to enter the agreed hourly rates.
In this example, there are two levels of pay for different groups of contractors so two Pay Groups have been created. For simplicity sake the weekdays have a flat rate but you're free to break these down in the same way you might for casuals or permanent part-time following the award.

In the example, Level 1 is paid $45/hour on weekdays whereas Level 2 contractors are paid $50. Please note, for this you don't need to add the $ symbol.

For the staff members who are contractors you'll need to select the relevant Pay Group via the staff's details page. In the bottom right-hand corner you'll find the Payroll Settings module. Clicking edit will allow you to select the relevant Pay Group.

You've now completed the set up and can begin scheduling shifts.

Exporting timesheet information to cross check invoices submitted to you

Once you've scheduled shifts with the contractors this will populate their timesheets.

On the overall timesheet report you'll have various export options - select the Pay Group Based export.

The exported file will open in Microsoft Excel or can be imported into a free software such as Google Sheets.

The file has a "Payroll Category" column which is the rate per hour and the "Units" column is the length of the shift. Adding an extra column to the file will help calculate the amount per shift using the formula "=D2*F2" to multiply Payroll Category (the hourly pay) by the Units (number of hours worked).

Where there are allowances to be paid, you'll need to exchange the word with their value, for Mileage/Travel or Expenses the value is 1 assuming you're paying $1/km.

Making this adjustment corrects the formula.

Highlighting the shifts that one contractor has completed will allow Excel to provide a Sum/total of the amounts. In this example we're expecting Anna's invoice to be $2,335.

You can stop here, however, if you have a number of contractors it could be beneficial to add a Pivot Table to your Excel document. To do this, select Insert > Pivot Table > From Table/Range. You should then see all of the information highlighted.

You'll have your own unique filenames and preference on whether the table is inserted in a New Worksheet or Existing Worksheet - you'll need to select where, a column near to the timesheet information makes it easier to read.

Next select Employee First Name in the Rows box and Shift Pay in the Values box ensuring its it set to Sum.

This will result in Excel providing a total for all contractors for the payrun allowing you to cross-check the invoices they have submitted to you.

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