Transforming Pay & Bill with smart sourcing and intelligent automation

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Julius Doyle
5 years ago
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1 Transforming Pay & Bill with smart sourcing and intelligent automation Bots and automation for increased efficiency Qualified and experienced Pay & Bill team Optimised and streamlined processes

We understand how complex pay & bill for recruitment can get; from PAYE to umbrellas, from sub-contractors to master vendor arrangement they all need to be accounted for.

2 We understand how complex pay & bill for recruitment can get; from PAYE to umbrellas, from sub-contractors to master vendor arrangement they all need to be accounted for. Payroll and billing for recruitment, affected by complex legislation and unique processes, can often become troublesome and time-consuming, leading to inefficiency. Leveraging industry expertise, skilled teams and intelligent automation, we have delivered measurable improvements for both SMEs and large, listed companies in the recruitment sector. QX Smart Pay & Bill solution QX makes your Pay & Bill process a smart process by bringing its knowledge, 14+ years of experience and best talent under one roof to deliver: Timely & accurate processing. Enhanced candidate experience. Detailed record keeping and bespoke reporting. Deemed salary payroll with RTI reporting. Continuous process improvement. Digitisation and automation of repetitive tasks. Up-to-date knowledge on agency, temporary worker and taxation legislation. Our smart Pay & Bill process includes: Dedicated named contact and professional payroll team. Text communication on receipt of timesheet and payment issue. Timesheet rejection texts with resubmission request. Master Vendor invoice download automation. Accurate hours calculator including split hours. E-payslips for speed and cost efficiency. Sharing e-invoices to clients through . Advantage of time zone difference for processing. We use our expertise and technology to improve the experience for you and your candidates to deliver an accurate, timely payroll service with efficiency improvements of up to 25% and cost savings of up to 50% against in-house delivery.

Suite of offerings As the preferred pay & bill outsourcing company for leading recruitment agencies, we offer a wide range of services: Setting up of New Starters and Contracts/Placements Timesheet

3 Suite of offerings As the preferred pay & bill outsourcing company for leading recruitment agencies, we offer a wide range of services: Setting up of New Starters and Contracts/Placements Timesheet processing (Timesheets, Expenses, Bonus, Holidays etc.) Processing Statutory payments (SMP, SSP, Court orders etc.) Running BACS Report Generation of Payslips Client Invoicing Adjustment Processing RTI Submission Payroll Helpdesk / Dealing with Payroll Queries Engagement models Gross Margin Report Intermediaries Reporting We are committed to helping our clients boost efficiency and reduce costs by delivering quality, accurate and timely Pay & Bill services. Our engagement models have evolved to cater best to the client requirements and business objectives. DEDICATED (FTE) RESOURCE MODEL You get a dedicated team or individual who works exclusively on your project. Each FTE (full-time equivalent) payroll or accounting specialist sends regular reports on a daily, weekly, monthly and annual basis, making it easy for you to track task status. A specialist accounts manager functions as your dedicated point of contact and reports directly to you. TRANSACTION-BASED PRICING MODEL The costs are linked directly with the number of transactions processed, with a price-per-transaction that is based on a specified band of volume. The success of this engagement model is reliant on the ability to predict the volume of transactions and the average time required to process them. KEY BENEFITS Predictable pricing Economies of scale Dedicated teams Partnership approach KEY BENEFITS Pay only for the work done Monitor operations costs better Reduce overall operations costs Multi-sector expertise Healthcare Education Oil & Gas IT & Telecom Life Sciences Engineering Construction Banking Aviation Transport Charities

Why top recruitment agencies choose QX Leading UK agencies choose QX for their Pay & Bill requirements and continue to put their trust in our services.

4 Why top recruitment agencies choose QX Leading UK agencies choose QX for their Pay & Bill requirements and continue to put their trust in our services. We walk the extra mile for our clients and our support enables businesses to streamline accounting operations, improve efficiency and reduce costs significantly. Reduced processing costs-upto 50% 230+ Qualified payroll specialists & accountants Insights for smarter business decisions Consistently high level of accuracy with quick turnarounds Increased efficiency through process rigour Detailed reporting tailored to your needs Experience of working with various payroll & accounting software systems More time to focus on core business & High-end tasks In-house automation tools for increased efficiency Support & guidance for technology implementations Our Pay & Bill experience by the numbers 1M+ Timesheets processed annually 15+ Clients from Recruitment Sector (including UK s leading agencies) 1Billion+ Cumulative annual turnover of clients 14 years+ Experience in UK Pay & Bill 99.8%+ Timesheet processing accuracy ratio 230+ Staff in payroll and accounting teams serving recruitment agencies

5 We work with the software you already use Process optimisation and automation tools VENDOR MANAGEMENT AUTOMATION SYSTEM Replaces manual process of visiting websites to fetch timesheet/invoice data. Automatically visits sites, downloads data, exports to set format, and places in relevant folders. Processing online timesheets for agencies involves a number of steps: Log on to Master Vendor website and download timesheet reports individually. Remove information that is not needed and edit other information to make the file ready. Calculate the hours as per the different rates for Day shift, Night, Saturday/Sunday & Bank Holiday. Consolidate the reports into one before uploading to the payroll software. This is a tedious, time-consuming and error-prone task that can account for 20-25% of the time spent by the payroll staff. Our Master Vendor Automation System automates this entire task. The payroll staff just needs to press one button and they get two final consolidated reports in the required format one for accounts team and one for the payroll team. FEATURES AND BENEFITS Easily configurable to extract data from different types of Vendor Management web portals. Frequency of the automatic process can be adjusted: daily, twice a week, weekly, etc. The output format and file type of the data can also be customised as required. With APIs and a system in place to, it is possible to upload the data directly into the payroll software, leading to further efficiency gains. With the Master Vendor Automation Software, this is cut down to the few minutes it takes the process to run in the background. TIMESHEET QUERY MANAGEMENT SYSTEM Receives queries directly from agencies or candidates, automatically assigns queries, enables file editing and conversion, and maps each query with individual payroll professional. TIMESHEET CALCULATOR Web-based tool that automates calculation of the hours and payment for temporary workers based on shift data. Improves accuracy & TAT; helps track payroll staff performance.

6 Bespoke, accurate and insightful reports Gain a deeper understanding of your business aspects impacted by the Pay & Bill function. We can deliver real time, daily, weekly, fortnightly, monthly and Annual reports of your choice. SALES Vs MARGIN PER DIVISION (*Figures in 000) MARGIN PER CLIENT (*Figures in 000) TUV - 39 XYZ - 59 SALES Vs COST PER DIVISION (*Figures in 000) Cost of Sales Total Sales 2, ,015 AHP STAFF DOC COM NUR PQR - 75 ABC - 32 EFG , , AHP STAFF DOC COM NUR MNO - 21 JKL CONSULTANTS MARGIN (*Figures in 000) Con7 14% Con6 10% Con1 8% Con2 17% PERM INVOICING,100,000 82,545 80,000 75,250 60,000 40,000 Perm Invoicing 62,850 NO. OF STAFF - PAYROLL TEAM No. of Staff Payroll Team 20 20, Con5 19% Con3 27% 82,545 75,250 62,850 Con4 5% STARTERS & PLACEMENTS Starters & Placements TOTAL TIMESHEETS 7,500 7,000 6,755 6,528 6,500 6,000 Total Timesheets 7,168 ACCURACY RATIO Errors by Payroll Accuracy Ratio (%) ,528 6,755 7, I think the relationship is strong and I think the people we ve dealt with have always been highly professional, and certainly very trusted, and always delivering on what they ve committed to which is fantastic. And I think it is fair to say that we are working in partnership with QX, which from an outsourced perspective is absolutely critical to the success for us as a business. David Taylor, Managing Director, Medacs Global Group

7 A case in point: Leading recruitment agency saves over 6.5M by forging a successful Pay & Bill outsourcing relationship Business challenges Rising cost of processing timesheets, slower turnaround times & frequent errors were hurting the client s competitiveness. At the same time, inaccurate and delayed management reports impacted client s ability to make informed strategic decisions QX s comprehensive solution Candidate/ Client Set up Timesheet processing Issue Bacs file Query resolution Submission to HMRC Issue Payslips & Invoices Tools/platform used: Timesheet management (CRM), Timesheet calculator, Merit payroll software, Safe Financials. Benefits 6.5M costs savings 99.8% payroll processing accuracy Faster TAT for management accounts I think the important thing with QX is that you have a relationship, you have day to day communications and certainly then it is something that evolves really and you are still totally in control and QX becomes almost part of your company rather than your outsourcer. It s the reliability factor that makes the difference. Julian Barford, Finance Manager, Your World Recruitment Group Having worked on numerous customer transitions to Merit, QX have built the capability to efficiently navigate the challenges that may arise during the process. I have found them to be well versed with all the key points that need attention during the implementation of our solution, and I know that QX can offer constructive support to any business that is planning to implement Merit Payroll. Sam Radion, Sales Director, Merit Software

8 Let s transform Pay & Bill, together Leverage our team of recruitment Pay & Bill experts to optimise and transform your operations. Visit Or call for a free consultation. Castle Chambers Off Mill Bridge, Skipton North Yorkshire BD23 1NJ

Specialised finance & accounting services for student accommodation providers.

Specialised finance & accounting services for student accommodation providers. Specialised finance & services for student providers www.qxfa.co.uk Helping student companies become more profitable QX manages finance functions for a range of student companies across more than 180 sites,