Invoicing explained

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

When do you receive invoices?

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

How is an invoice structured?

For each craftsman, the invoice shows:

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

At the end of the month, you will receive a summary invoice for your records.

G-account — what is that?

A G-account is a blocked bank account into which the wage portion of your invoice is paid. The tax authorities use this to collect payroll tax and VAT — thereby exempting you, as a client company, from chain liability and hirer’s liability. We provide G-accounts as standard.

Need a correction?

If something is incorrect — wrong number of hours, wrong rate, candidate did not work — please email backoffice@FlexHero.com within 14 days. We will issue a credit note and a corrected invoice in the next invoicing cycle.

Payment terms

Standard 30 days net. Other terms are negotiable for strategic clients or high-volume deals. In the event of late payment, we will call first — only in the event of repeated late payments will we suspend delivery (in the interests of our craftsmen, who are paid weekly).

Monthly and annual reports

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