Finance

Customers, contracts and orders

The customer record connects company details with projects and contracts. A contract records the period, currency, value, billing model and people who can access it.

An agreement can be a framework agreement or a one-off contract. Orders under it have their own dates and project links. Attach documents and define billing rules based on time, a fixed amount or both.

• Internal reference and customer contract number.
• Assigned projects, employees and their roles.
• Rates with validity periods and overtime surcharge terms.
• Attachments and contract change history.

Billing based on working time

Task time entries feed into the order calculation. The system selects the rate valid on the work date, based on the employee's role, skill and level. Order rates take precedence over contract rates.

Set time rounding, the minimum billing unit and the threshold for short entries excluded from pricing. The calculation also includes an overtime surcharge if the order provides for it.

• Preview priced time and amounts before approval.
• Separate views of chargeable work and work billed at no charge.
• Flags for entries without a matching rate or an employee on the contract team.

Employee contracts and costs

Record the contract type and period, amount, working hours, job title and employing company for each employee. You can also set a reminder date and message.

Labour costs are calculated using the rules assigned to the contract type. The report separates estimated and actual costs, and salary components from Optima can be viewed in the employee's history. Financial data requires permissions and an additional identity check.

Assign one-off deductions or deductions covering a specified period to an employee. Deductions can be applied when paying a document.

Costs and profitability

The labour cost report shows employee costs and their allocation based on logged time, including by project and customer.

The monthly revenue and cost report shows margins by customer and employee. Both sides of the calculation use the same working time basis. Open the details of an individual's work for a customer from the summary.

Documents with defined approval workflows

Define document types, statuses and the people authorised to make each decision. Moving to the next stage can automatically pass the document to the right person and send an email notification.

The history records status changes. Documents included in labour costs can trigger recalculation of that month's costs once approved.

Business trip expenses

Record journey legs, transport, expenses and meals provided. The system calculates daily allowances, meal deductions and travel costs based on mileage or the ticket amount entered.

Rates are selected according to the trip's start date. The result goes into a document that follows the configured approval workflow.

Optima data and payment files

The Optima import supplies salary components and payment data. Prepare payment files from selected payroll lists, with a summary of employee counts and amounts.

Before export, the system checks that the data is complete. Missing bank accounts, unrecognised employees or rejected payments must be resolved before the file can be prepared.