We operate two different models across our Agency Manager offering. It is the decision of the client as to which model they are following:
The first one is where the client receives a summary of what they owe, and they pay us based on their payment terms and we then pay the agencies.
The second is where the clients pay the agencies directly.
Payment direct:
In cases where the clients are making payments directly to the agencies, we provide the data about shift bookings but payments will be handled between the client and yourselves, based on the terms you have agreed.
In the first one, the payment terms will be specified in the contract you signed between yourself and client. We are not party to it. If you have questions or queries then feel free to contact the client. If it persists then please let us know so we can help.
Payment through Florence:
The process is as follows. We will send an invoice to the client on a weekly basis and await payment from the client as per the terms of their contract. When we have the funds, we will process payments for agencies the following Wednesday, by BACS. You will receive money in your account as soon as the BACS payment has gone through after that, ideally by the Friday of that week. Invoices are generated weekly based on approved shifts worked from Monday through Sunday of the preceding week. Additionally, any timesheets from previous periods that missed the cutoff are included. Once sent, the invoice status updates to "billed to client."Payroll is processed up to 6 PM on the payment day, and weekly approvals must be completed by Wednesday at 3 PM for payment to be made by Thursday. Delays due to unapproved timesheets past this deadline will push payment to the following Thursday.
Additionally, Florence ensures that agencies have access to detailed invoice statuses in real-time, helping to streamline how agencies plan their operations around the payment process.
Where we receive the funds before paying you, we will pay you as quickly as we can once we have received the fund and reconciled it appropriately. The payment reconciliation process ensures that once funds are received, they are reconciled promptly and scheduled for processing. Florence aims to expedite payments where possible, ensuring timely transactions.If you experience delays in receiving payments, potential causes could include missed weekly cutoffs for timesheet approvals or pending payments from clients. Florence actively follows up to resolve such issues, ensuring payments are processed promptly once resolved.
This process ensures that all parties involved have clarity and transparency regarding payment timings, and Florence's automated tools help agencies monitor their transactions efficiently.
We understand the need to be paid in a timely fashion.
We will automatically pay you, removing any need for you to request the payment. Payroll approvals are finalized by Wednesday at 3 PM, and payments are processed on Thursday. BACS payments typically land in agency accounts by Friday if there are no delays. Our process ensures efficiency and timeliness in managing payments.
We are looking into offering the ability for agencies to be able to draw down on funds quickly. If this is something you would be interested in please get in touch.
Invoice Generation
Invoices are generated weekly based on approved shifts worked from Monday through Sunday of the preceding week. Any unprocessed timesheets from earlier periods are also included. By Wednesday morning, invoices are available for review, allowing verification of shift details. Breakdown reports can be downloaded in PDF or CSV formats.
By following a user-friendly approach, agencies can access the portal to review all relevant payment information. Steps include logging into Florence, navigating to the 'Invoices' tab, and downloading detailed reports, ensuring they stay informed about their financial transactions.
Tracking Invoice Statuses
Through the Florence portal, you can seamlessly monitor the statuses of your invoices. Key status terms provide clarity about the payment lifecycle: - Paid: The invoice has been settled, and funds have been disbursed.
Ready for Payment: Payment is being processed and will soon be transferred to agencies.
Awaiting Payment: The invoice has been sent to the client but is awaiting their payment. In situations where an invoice status remains as "Billed to Client," no action is typically required from agencies until Florence receives the payment.
Agencies can troubleshoot delays by reviewing the Florence portal for real-time updates or ensuring timesheets are finalized before weekly deadlines. For persistent issues, Florence support is ready to assist, ensuring payments are processed promptly once resolved.