Question 1

How does client billing at Virtalent work?

Accepted Answer

It's useful to understand how clients at Virtalent are billed, as well as what you need to do when sending us your monthly invoice.

You can watch the video below or turn to the PDF portal guide for a detailed explanation about this.

Remember, clients are billed on a monthly subscription, based on the date they created their account with us. So whilst you invoice us in line with each calendar month, the billing dates of your clients may be scattered throughout the month.

Clients Are Billed Monthly

The date that a client formally creates their account with Virtalent is known as their first "billing date".

Clients are billed on this date, every month, unless they tell us otherwise. For example, they could be billed every 15th of the month.

Unused Time Rolls Over

If you don't use all of the time available on the client's account, it will roll over.

Unused hours will only roll over to the next billing period - the don't continue to roll over indefinitely. Check the client's Account History to see if you have any hours to use, before they expire!

Extra Hours Are Available

The client's remaining balance doesn't necessarily indicate the only remaining time you have to use, before you need to stop.

If the balance runs out, the portal will automatically trigger an automatic top-up of 'extra hours'. Accounts are usually topped up in small increments (+ 2 hours, for example), so that you can continue working. Just ensure your client is happy with the amount of time you are logging and you have discussed this aspect with them - most will be happy for you to use your judgement here.

Check The Portal

You'll always find a summary of the client's account - including hours used so far and those still available - via the Task Portal.

If your client needs a more detailed breakdown of any time logged by you to their account, they can find this in the portal using their own login to the system, or alternatively head to the TIME tab to export a PDF or Excel report to send to them.

Question 2

Can I use extra hours, above my client's monthly plan? How does this work?

Accepted Answer

Yes, the portal is designed to allow you to log more time than is available in the client's balance.

You can watch the video below to understand how 'extra hours' work, or alternatively head to page 15 of the PDF portal guide.

Key Points

If you're client's balance hits zero, the portal will automatically top-up their account with more time for you to use. You can see the preference they have set inside their Billing Preferences (head to the TASKS tab inside the portal).
Just because they have set this preference, doesn't necessarily mean you can log time as you see fit. Some clients are happy for you to do this, others want to stick closer to their budget. Make sure you're aware of how they want you to approach the use of 'extra hours'. How much time are they happy for you to log per month?
If your client regularly uses many more hours than their plan, it could make sense for them to move up to the next plan Virtalent offers. Your Client Success Manager will be able to advise your client in this scenario - just let us know if you feel this is the case.

How does client billing at Virtalent work?

Can I use extra hours, above my client's monthly plan? How does this work?

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