You will have all of the information you need for your accountant, payroll, or finance team on hand at all times via Kota. This information will vary for some products where billing differences may occur.
Scroll down on the Billing page, and you'll find two types of documents:
Payroll reporting detailing charges for all employees in any particular month
Invoices with the charges made to your company, concerning Kota's fees and providers' fees
Payroll Reporting
Payroll Reporting
By clicking on the download icon on the right side, you can extract a .csv file of all of the information that will look something like this:
If you have any doubts about what the information displayed concerns, check this glossary:
Employee ID: Your company's internal payroll ID for this employee
Insurance Provider: Your benefits provider for this employee
Currency: If you run payroll through different countries, the currency will reflect here.
Employer Contribution: The amount you are contributing towards your employee's benefits. For example, if you are contributing €100 to each employee's healthcare plan, it will show as €100 here.
Employee Contribution: Should your employee pick a plan where they need to add some money to the contribution you have already made, this will be reflected here. For example, if you are contributing €100 to your employee's health plan, and the plan they choose is €120 per month, the employee contribution is €20 and they will be billed through payroll.
Employee BIK on amount: Employee benefit in kind. Healthcare is a non-cash benefit in kind, therefore it is treatable as taxable income and is necessary for payroll reporting.
Your first Payroll report will contain figures based on potentially the previous two months. So for example, if an employee joined their policy mid-way through the prior month, you will be billed pro-rata for this. Once this is regulated, each bill will appear the same, unless a new joiner is added to the scheme (in which case you will be charged for the new policy) or if someone currently on the scheme upgrades their policy.
Invoices
Invoices
From the moment you have your first active employee - ie, an employee enrolled in a benefits plan -, Kota will start issuing two invoices monthly:
one invoice on the 1st of the month with Kota's fees for the previous month
another invoice issued throughout the month (depending on your benefits provider) with providers' fees for the current month.
Read more about invoices here.
Invoices will only be displayed on your Billing page once the charge to your payment method has been successful.