Invoicing and credit controlThe problem: the week's hours are retyped into invoices

Invoices that match the timesheets, first time.

The hours on the timesheet become the invoice, at the agreed rates. Nobody keys them twice. A person signs the draft off, and after that every change, credit and reminder is on record.

Talk to us See how it works

Version 1A fixed copy, kept at the moment of issue.
Current to 90+Aged debt that always adds up.
Off by defaultReminders go only when you switch them on.

Invoices week ending 15 Nov

Generate Invoices

Draft3

Outstanding41

Overdue6

Paid128

Invoice No.	Client	Period	Gross	Status
INV-00320	Demo Logistics	Mon 9 to Sun 15 Nov	£7,020.00	Draft
INV-00319	Sample Retail	Wed 11 to Tue 17 Nov	£3,912.00	Draft
INV-00318	Example Foods	Mon 9 to Sun 15 Nov	£11,347.20	DraftSent
INV-00317	Sample Retail	Wed 4 to Tue 10 Nov	£4,180.80	Sent
INV-00311	Demo Logistics	Mon 2 to Sun 8 Nov	£6,902.40	Paid
INV-00294	Test Wholesale	Mon 5 to Sun 11 Oct	£2,455.20	Overdue

INV-00318: built from 13 timesheets. 520 hours. Stored as version 1.

Screens are drawn from the real product with made-up data.

How an invoice gets paidThe problem: a query, and nobody is sure which copy was sent

From the timesheet to a paid invoice.

TalentCore builds, files and reminds. A person signs off what is issued, credited and chased.

1BuildFrom the timesheet hours
2Sign offA person approves it
3ChaseOn a schedule you set
4Mark paidPayments in from Sage 50

Step 1

The week's invoices, built from the work

Invoices are built from the hours worked at the agreed rates, sent to the client's invoice address as a PDF in your branding, and tracked through to payment. Search and filter by client, date, status or amount.

Purchase order lines are supported.
Each client can have its own invoice week, starting on any day. The PDF shows the exact dates covered.

Where the hours come from

InvoiceINV-00318
16 November 2026

To: Example Foods Ltd
Period: Mon 9 to Sun 15 Nov
Site: Depot 1
Purchase order: PO-4471

Terms

Payment within 30 days. Due 16 December 2026.

Sent

Hours worked

Role	Hours	Rate	Net
Counterbalance	120	£19.40	£2,328.00
Picker, days	304	£16.50	£5,016.00
Class 2 driver	96	£22.00	£2,112.00
Net	520		£9,456.00
VAT at 20%			£1,891.20
Total			£11,347.20

Example Recruitment Ltd · Page 1 of 1

Built from 13 timesheets520 hours. Stored as version 1.

Step 2

One queue for everything awaiting sign-off

Timesheets, adjustments, credit notes and draft invoices that need approval are collected in the Authorisation centre. Raising a request and approving it are separate steps. Approving a draft invoice issues it and stores its fixed copy.

Requests do not sit unseen on a page nobody opens.
Approve or reject, with the name and the time kept.

Authorisation

Adjustments 2Credit Notes 1Draft Invoices 32Timesheets 14

INV-00318 · Example FoodsDepot 1 · week ending 15 Nov · £11,347.20
RejectApproveIssued
INV-00319 · Sample RetailStore support · week ending 17 Nov · £3,912.00
RejectApprove
INV-00320 · Demo LogisticsYard · week ending 15 Nov · £7,020.00
RejectApprove

Issued by Jo M., 14:02. Fixed copy stored as version 1.

Step 3

Chasing, on your terms

Each client follows the company reminder schedule, its own schedule, no schedule, or is never chased at all. Nothing is sent automatically until you switch reminders on. When they are on, due reminders go out daily, and TalentCore holds off if someone has just chased the same invoice by hand.

Up to three reminder steps per client.
Chase Overdue and Send Reminders buttons work at any time.
Your key account is never chased by a robot if you say so.

Payment reminders Test Wholesale

Company defaultChased 7, 14, 30 days after the due date, same as everyone else
CustomThis client's own days, up to three steps
No automatic chasesNothing on a schedule. Somebody can still chase by hand
Never chaseLeft out of the daily run and both buttons

EExample Recruitment accounts08:00To: accounts at Test Wholesale

Reminder: invoice INV-00294, £2,455.20

Step 2 of 3 · 14 days after the due date

Due 28 October
£2,455.20 outstanding

INV-00259 held. Sam chased it by hand yesterday.

Step 4

In step with Sage 50

TalentCore exports invoices, credit notes and payroll as files in the layout Sage 50 imports, with the right tax code worked out for each line. Going the other way, upload a Sage payments file. Invoices are matched by number and you see what matched, what did not and what was already paid before you confirm.

A file-based link, not a live connection.
Nothing is saved from a payments file until you confirm the preview.

Every connection, and what flows each way

Import payments from Sage 50

sage-payments-11-nov.csv17 rows readPreview

Matched14

Unmatched1

Already paid2

INV-00924 matched nothing. Check the number in Sage.

Confirm and mark paid14 invoices marked paid

What else it does

Queries, credits and debts.

A client wants it rewordedA new revision, never a rewrite
A shift is disputedA credit note against the original
Who owes whatOne statement, with the debt aged
Invoices from other agenciesSuppliers kept apart from clients
Friday afternoon, retypingBefore and after

Reword an invoice. Never rewrite one.

A client wants a PO number or different wording on last month's invoice. Amend it and the change is saved as a new revision, with the reason. Only the wording changes. Every earlier version is kept exactly as it was and opens read-only.

Hours, rates, amounts, VAT, the invoice number and the dates stay exactly as they are.
A reason is required and kept with the revision and in the audit log.

Credit it properly

A disputed shift is corrected without deleting or rewriting the invoice. Raise a credit note against the original with an amount and a reason. It is approved, produces its own PDF and comes off the client's balance. Credits are deducted from revenue reports automatically.

Enter the net figure. VAT follows the rate the original invoice charged.
Only issued invoices with credit left can be credited.

Credit noteCN-00021
11 November 2026

To: Demo Logistics Ltd
Against invoice: INV-00311

Reason

Shift on Tue 3 Nov disputed. Driver stood down at the gate, 8 hours not worked.

Line	Hours	Net
Class 2 driver, Tue 3 Nov	8	£176.00
VAT at 20%		£35.20
Total credit		£211.20

Approved

Raised by Sam P. Approved by Jo M.

Balance on INV-00311 reduced£6,902.40 to £6,691.20

One statement, with the debt aged

A statement for any period lists the invoices and credits, with a running balance. Underneath, the debt is split into what is current and what is 30, 60 and 90 days or more overdue. The aged figures come from the same balance as the total, so they always add up.

Send it to the client through a signed link, in your own brand colours.
Credit control works from the oldest and largest debts first.

Statement Test Wholesale · 1 Jul to 11 Nov

Send link

Date	Invoice No.	Amount	Paid	Running Balance
27 Jul	INV-00231	£1,960.80	£0.00	£1,960.80
31 Aug	INV-00259	£2,112.00	£0.00	£4,072.80
12 Oct	INV-00294	£2,455.20	£0.00	£6,528.00
9 Nov	INV-00315	£2,812.80	£0.00	£9,340.80

Account Summary

Current£2,812.80

30 Days£2,455.20

60 Days£2,112.00

90+ Days£1,960.80

Four buckets, one balance£9,340.80

Suppliers kept apart from clients

The other agencies you work with have their own directory and their own invoice module. Their invoices are raised and tracked separately from client invoicing, and totals for each sub contractor appear in reports. What you owe suppliers never gets tangled with what clients owe you.

Each record holds account number, contact, address, VAT status, branch and notes.
Send an invoice notification or a remittance advice from the same screen.

Sub Contractor Invoices

New Invoice

Invoice No.	Sub Contractor	Week Ending	Gross	Status
SC-00072	Example Staffing	15 Nov	£1,824.00	Sent
SC-00069	Sample Labour	8 Nov	£2,640.00	SentPaid
SC-00061	Demo Drivers	18 Oct	£960.00	Overdue

Remittance Advice sent to Sample LabourSC-00069, £2,640.00

Before

Friday afternoon, retyping the week

Hours copied from timesheets into an invoice by hand
A query means editing the invoice and hoping nobody asks which was sent
Chasing depends on who remembers

With TalentCore

Timesheet hours in, invoice out

Invoices are built from the timesheet hours at the agreed rates
What the client was sent is kept, version by version
Reminders follow a schedule you set, client by client

INV-00318 sent to Example Foods£11,347.20. Due 16 December.

Why it matters

The software does the paperwork. People keep the relationship.

For recruiters and for finance

For recruiters

The hours on the timesheet become the invoice.

You do not key the hours twice.
A client wants a PO number on last month's invoice. You do it properly in a minute.
The polite reminder goes without you writing it, and never to the account you would rather ring.

TalentCore for recruiters

For finance and business leaders

The shortest route from shift to cash.

Billing follows the work, and fewer queried invoices means faster payment.
Issued financial documents do not silently change. Every amendment is logged.
Reminders go out without adding a credit controller, and the tone stays yours.

TalentCore for compliance and finance

The specifics

How an invoice is issued and chased.

8 rules

Each line is how the product behaves today.

Version 1: Stored at the moment an invoice is issued. Later rewording is a new, logged revision.
4buckets: Aged debt on every statement: current, 30, 60 and 90+ days.
3steps: The most reminder steps a client's schedule can have.
4modes: Per client: company default, custom, by hand only, never.
Off by default: Automatic reminders send nothing until a person switches them on.
Any start day: A client's invoice week can begin on any day, Monday to Sunday.
Three Sage 50 exports: Invoices, credit notes and payroll. Payments come back by file, with a preview.
A file link, not a live one: TalentCore and Sage 50 exchange files. Nothing syncs behind your back.

How it connects

The last step of the same record.

6 links

Tell us about your last queried invoice.

Email us and you will hear back from a person who knows recruitment finance. We will show you how that query would have been answered.

Talk to us info@talentcorecrm.com