When to use it
Use Rate Reconciliation when a worker's pay rate was incorrect for one or more invoiced timesheets and you need to recover or refund the difference without re-opening the original timesheets.
How to open it
Open the assignment detail page and choose Rate Reconciliation from the Actions menu. The action is only shown to users whose role grants rate reconciliation permission.
When the hiring company disables Enable Invoicing, the dialog introduction describes calculating charge differences without referring to generating balancing invoices or credit notes. It still lists only invoiced timesheets, and the calculation and billing actions are unchanged.
What you choose
Timesheets — one or more of the assignment's invoiced, approved timesheets with a charge value greater than zero.
Correct Pay Rate — the pay rate that should have been used.
Calculating the difference
Select Calculate to recalculate each chosen timesheet using the correct pay rate. The table shows the original pay rate, new pay rate, original charge (Before), recalculated charge (After), and the change per timesheet.
Raising an invoice or credit note
Once the totals are shown, the action button reflects the direction of the change:
Raise Invoice — shown when the change is positive; an adhoc invoice is raised for the difference.
Raise Credit Note — shown when the change is negative; an adhoc credit note is raised for the difference.
No action — shown when the calculated change is zero.
What gets recorded
The new invoice or credit note uses the assignment's supplier, project, and worker.
The reason is recorded as Retrospective Rate Adjustment.
Comments list the timesheet references, original pay rate, and the new pay rate applied.
VAT and the applicable deduction scheme are applied to the balancing value when relevant.
The original timesheets remain unchanged.
If the action is missing
Rate Reconciliation only appears for company-level users. If you cannot see it, check your role and that you are working from the assignment detail page. If no timesheets are listed, confirm that the assignment has approved, invoiced timesheets with a charge value.
For agencies: how reconciliation affects you
Rate reconciliation is a hiring-company finance action, so agencies do not raise it. You see the result rather than the tool itself.
When a pay rate was corrected, the hiring company raises a balancing invoice or credit note that uses your agency, the project, and the worker.
The balancing record is labelled as a Retrospective Rate Adjustment, and the comments list the affected timesheet references and the old and new pay rates.
The original timesheets are not changed, so only the difference is settled through the new invoice or credit note.
If you think a worker's pay rate is wrong, raise it with the hiring team so they can reconcile it.