Invoicing explained

When do you receive invoices, how are they structured, which hours do they include, and how do you make a correction?

When do you receive invoices?

Weekly, every Wednesday, for the hours of the previous week (Mon–Sun). Sent by email (PDF + UBL-XML for automatic processing in your accounts) and visible in the client portal.

How is an invoice structured?

For each skilled worker, the invoice shows:

• Skilled worker's name + role
• Number of regular hours × hourly rate
• Overtime hours × overtime rate
• ORT hours (evening/night/weekend) × allowance percentage
• Travel allowance (if applicable)
• VAT 21%
• Subtotal and grand total

At the end of the month you receive a consolidated invoice overview for your records.

G-account — what is it?

A G-account is a blocked bank account into which the wage portion of your invoice is deposited. The Dutch Tax Administration uses it to collect payroll tax and VAT — so as a client you are indemnified against chain and hirer's liability. We facilitate a G-account as standard.

Need a correction?

Something not right — wrong number of hours, wrong rate, candidate didn't work — email backoffice@flexhero.com within 14 days. We'll issue a credit note and a correct re-invoice in the next invoicing round.

Payment terms

Standard 30 days net. For strategic clients or volume deals, other terms can be discussed. In the event of payment arrears we call first — only with repeated arrears do we stop supply (in the interest of our skilled workers, who are paid weekly).

Monthly and annual reports

At the end of every month you receive a standardised report: hours per cost centre, average hiring costs, no-show percentage, candidate pool contribution. On request we provide quarterly or annual reports for your controller or purchasing department.