- About Horizons
- About Horizons
Horizons Invoices and Payroll Report
Introduction
The article will provide further details about Horizons' Invoices and Payroll Report after you have read the Horizons Onboarding & Payroll
Horizons Invoice Delivery & Schedule
At Horizons, we are committed to continuously enhancing our services to meet the needs of our clients and deliver an exceptional experience. The recent adjustment to the change of payroll data submission deadline —from the 5th to the 15th of each month (or the preceding Friday if the 15th falls on a weekend)—has been implemented in direct response to valuable feedback from our clients. This change is designed to provide greater flexibility and streamline the process for submitting contract amendments, reimbursement approvals, and variable income additions.
To support this improvement, we have introduced a new Supplemental Invoice type, which will be issued on the 15th of the month. This invoice will capture any data added after the initial 6th of the month invoice, ensuring that all updates are accurately reflected in payroll processing.
Remark：
Horizons currently operates on a bi-weekly payroll system in the two North American countries, the United States and Canada. Due to the slightly different payroll cost calculation cycle compared to monthly payroll countries, we will be unable to issue invoices on the 6th of each month.
As a result, Regular Invoices for employees in North America (including payroll and service fees) will be sent around the 15th of each month to the designated billing contact email address provided by the client.
We kindly ask our clients to inform us as soon as possible if there are any intended changes to contract or payroll details for employees. Our goal is to finalize all necessary documentation, including the dual-signature confirmation of contract amendments, at least one month before the new figures take effect.
Should this process not be completed ahead of time and occur between the 6th and 15th, we will still process payments based on the updated information with employment agreement amendment confirmed. However, the revised payroll figures will be reflected in the Regularisation adjustments of Regular Payroll Invoices in the following month.
FAQs
Q: How will Horizons Invoices be sent to Client?
A: Horizons portal will monthly send invoices in PDF format attached to an email from billing@joinhorizons.com to the designated Finance Contact's inbox.
Extended reading: How to manage Finance Contact?
Q: Can only “Finance Contact” access these invoices?
A: To better align with general client work habits, Horizons sends these invoices via email to Finance Contact in PDFs. However, clients' Finance or Admin users can also log into the Portal and "Payment" tab to view or download all historical invoices.
The payment status of each invoice is indicated by coloured tags.
For example, a green "Paid" tag means that Horizons has received full payment from the client, while a blue "Awaiting Payment" tag indicates that either no payment has been made yet or it is in transit.
Please select "sender pays all charges" or "OUR", when make wire transfers to Horizons.
Q: What currency is used for settlement in Horizons' invoices?
A: Each invoice under a billing group will be issued in the corresponding settlement currency (Billing Currency) agreed upon and set by the client.
The incurred amount of payroll costs for employees is based on the legal currency of the country where their employment contract is located, and it will be converted into the billing currency at the applicable exchange rate for that month when issuing payroll invoices and Supplemental Invoices.
Extending: How does Horizons handle currency conversion or foreign exchange rates?
Q: Does Horizons' invoices include actual monthly payroll of employee? And what does regularization mean?
A:
Since Horizons issues invoice around mid-month each month, there may be some differences between the actual amount of payroll and the invoice due to various reasons. These discrepancies can arise from factors such as overtime adjustments, changes in employee benefits, or corrections made after the initial payroll calculation.
To ensure transparency and accuracy in our invoicing process, Horizons has implemented a system of adjustments known as "Regularization." This allows us to rectify any discrepancies that occur between the actual payroll amount and the initially issued invoice. Regularization is reflected in Invoice ③PR, which is generated for clients in the following month.
When we identify an overcharge or undercharge on a client's invoice due to these discrepancies, we take prompt action to correct it. If an overcharge has occurred, we will issue a refund(-) to our client accordingly.
Q: So if I have new employees who join after receiving the regular invoices, when will I receive the related invoice?
A: The Debit Note for Deposit will be issued during the onboarding process after the employee's onboarding request is initiated. The regular invoice for these new employees will be issued after the 15th cutoff.
Q: Why can’t invoices for the USA and Canada be issued on the 6th of each month?A: Horizons currently operates on a bi-weekly payroll system in the USA and Canada. The payroll cost calculation cycle differs from that of monthly payroll countries, making it impossible to issue invoices on the 6th of each month.
Q: When will the invoices be sent?
A: Regular Invoices for North American employees (including payroll and service fees) will be sent around the 15th of each month to the designated billing contact email address provided by the client.
Q: Will the delay in invoice issuance affect other services?
A: No. The delay only affects the billing schedule and will not impact the delivery of other services.
Reading Your Payroll Invoice
When you receive your first Horizons Payroll Invoice, you may have questions about its structure and the information it contains. No need to worry—we’re here to guide you through it. Below, we’ll use a sample invoice issued on 7th April 2023 to explain the typical format and content of a Horizons Payroll Invoice.
All Horizons invoices consist of at least two pages, with the first page detailing essential billing information. Here’s what you’ll find:
 | Page 1 Left Side (Bill To): This section includes the billing details of the client entity that has contracted with Horizons. This information typically comprises: Right Side (Issued By): This section displays the Horizons entityresponsible for issuing the invoice. It includes:
|
 | Please scroll down to page 2 where you can find further payroll cost information. On the second page, there is a breakdown of the labor costs for each employee in this billing group. Recurring Income includes rolling compensation as agreed upon in their contracts (including base salary and fixed allowances) while Non-Recurring Income refers to one-time payout generated by clients added to the platform or other non-fixed income sources. Expenses to be reimbursed this month Employer Burden accounts for employer responsibilities such as social welfare contributions Financial Charges refer to financial fees incurred, and Regularization reflects differences between estimated invoices from the previous month and actual bills. Each employee's name is accompanied by their country of residence and the conversion rate from local currency to billing currency; for example, if Alex Johnson works in China with labor costs denominated in CNY, an exchange rate of 0.1422485220 would be applied. |
Further Details of Payroll cost
Q: Besides the details above the summarized breakdown of payroll costs, how can I access more detailed information?
A: You may log in to the Horizons portal and navigate to the '“Payroll Report' tab for further details
  | Click on the relevant employee to expand and collapse in order to view the current or past detailed breakdown of labor costs, including itemized amounts for gross income breakdown, employer burden, etc. The CSV format can also be downloaded by clicking the button ↓ in the upper right corner. |
 | In particular, last month's discrepancy item 'Regularization' can be clicked to view a detailed comparison of the sub-items causing the difference in amounts, which is indicated by a question mark icon on the right side. |
NOTE All screenshots above are from the Demo environment and do not involve any information of customers or their employee
Back to Welcome hiring with Horizons
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