A debit invoice is a separate invoice we issue when the actual amount paid out on your behalf was higher than what we billed on the subscription. It captures the under-billed amounts from the prior month's reconciliation.
In practice, debit invoices are almost always driven by ad-hoc and variance items billed in arrears:
Approved items: overtime, bonuses, commissions and financial assistance, approved by your team's direct manager via Outstaffer's approval workflow.
Auto-applied items: public holiday loading, penalty rates, night overtime, and night work on rest days and public holidays, applied per local labour law.
Night differential for employees on fixed night hours is billed in advance on your subscription invoice rather than here. Only the difference between what was billed and what payroll actually paid settles in the reconciliation, and where the amount billed was higher it comes back as a credit note rather than a debit. Night differential for employees on flexible, rotating or variable hours continues to settle here in full.
The debit invoice is a single invoice per customer per month, grouped by charge type across all your employees. So if three employees each had a small variance on the same line item, those amounts appear as one combined line on the debit invoice. The per-employee breakdown is in the Payroll Reconciliation Report, and the debit invoice itself notes "Refer to your payroll reconciliation report for [Month]" to direct you there.