Job Import & Self-Billing
Turn your job exports into driver self-bills, then pay them from Qinetic
Already running jobs in CX, a dispatch system or a spreadsheet? Keep it.
Export the jobs, upload the file, and Qinetic builds one self-billing invoice per driver, with VAT and deductions worked out. You review it, issue it, and pay your drivers from the same place. No retyping jobs into a pay spreadsheet, and no setting up payments one by one in online banking.
Want to see it with your own export? Request a callback
Why pay day takes so long
The jobs already exist. They're in CX, in your dispatch system, or in the sheet the controllers fill in every day. But to pay subcontractor drivers, someone copies them into another spreadsheet, works out each driver's total, takes off the deductions, adds VAT for the drivers who are registered, writes the self-bills and then sets up each payment by hand.
It eats a day every pay run, and every copy is a chance to pay a job twice, miss one, or charge VAT to a driver who isn't registered. Then the driver rings to ask why this week's money doesn't match what they worked.
Qinetic takes the file you already have and does the rest, with the job list attached to every invoice so drivers can see exactly what they're being paid for.
From job export to paid driver
Set it up once. After that, each pay run is upload, check, issue, pay.
Export
Export your jobs from CX or any other system as a CSV or Excel file. Or use Qinetic's per-day or per-job template.
Map it once
Tell Qinetic which column is the job reference, driver, date and amount. It remembers the layout for next time.
Check
See every job matched to a driver, with totals, deductions and VAT. Fix or exclude anything that looks wrong.
Issue
Qinetic creates one self-billing invoice per driver for you to approve, then send or download.
Pay
Pay drivers directly from Qinetic, with the invoice and its jobs on the payment record.
What's included
Works with the export you have
CSV, TSV or Excel from CX, your dispatch or booking system, or your own spreadsheet. Up to 2,000 jobs per file.
Ready-made templates
No system to export from? Download Qinetic's per-day or per-job template, fill it in and upload it.
Column matching, with help
Map the columns yourself, or ask Qinetic to suggest a mapping from the column headings. Only the headings are used, never your job data.
Drivers matched automatically
Drivers are matched by email or by the ID your system uses. Pick a driver once and Qinetic remembers them for future files.
Deductions handled
Set a deduction percentage for each format and change it job by job when you need to.
VAT done properly
No VAT for drivers who aren't registered. For registered drivers, VAT at the right rate, with separate lines for each rate.
No paying a job twice
Each job reference can only be invoiced once, and uploading the same file again won't create new invoices.
You approve everything
Invoices are created as drafts. Nothing is issued or sent until you've checked it.
Pay from Qinetic
Issued invoices go into your payment run, so you can pay drivers without setting up each payment in online banking.
Built for HMRC's self-billing rules
Self-billed invoices only count as valid VAT invoices if they follow HMRC's rules. Qinetic builds them in.
- ✓Each driver's VAT status and VAT number are held on their record, with the date they apply from.
- ✓A driver's work can't be invoiced until you've recorded the reference for their signed self-billing agreement.
- ✓Invoices for VAT-registered drivers include the statement that the VAT shown is the driver's output tax due to HMRC.
- ✓A change of VAT number needs a new agreement before more work can be invoiced.
- ✓Every invoice is kept as a digital record with the jobs behind it, and drivers can see and download theirs in the app. That helps with Making Tax Digital record-keeping for you and for your drivers.
Qinetic doesn't file VAT or tax returns. Those still go through your accounting software. Read more in our guide to HMRC self-billing for courier companies.
Qinetic vs the pay-run spreadsheet
| Export, spreadsheet and online banking | Qinetic | |
|---|---|---|
| Getting the jobs in | Copied and pasted every pay run | Upload the export; the layout is remembered |
| Deductions and VAT | Formulas someone has to trust | Worked out per job, per driver's VAT status |
| Paying a job twice | Easy to miss | Blocked: each job reference is invoiced once |
| Self-billing paperwork | A Word template per driver | One invoice per driver, in the right form |
| Paying drivers | Each payment keyed into the bank | Paid from Qinetic, linked to the invoice |
| "What's this payment for?" | A phone call | The driver sees the jobs on their invoice in the app |
FAQs
Does Qinetic connect directly to CX?
Not as a live connection. You export your jobs from CX, or any other system, as a CSV or Excel file and upload it. Qinetic remembers the file's layout, so each pay run after the first is just an upload.
Which systems can we import from?
Any system that can export jobs to CSV, TSV or Excel (.xlsx). Each file needs, at least, a job reference, the driver, the date and the amount. If you don't have a system, use Qinetic's per-day or per-job template.
Are the invoices Making Tax Digital compliant?
Making Tax Digital is about keeping digital records and filing returns through compatible software. Qinetic keeps every self-billing invoice, and the jobs behind it, as a digital record, and drivers can download theirs from the app. Qinetic doesn't file VAT or tax returns, so you still submit those through your accounting software.
Do we need a self-billing agreement with each driver?
Yes. HMRC requires a signed self-billing agreement with each supplier you self-bill. You record its reference in Qinetic, and work can't be invoiced for a driver until it's there.
Can we pay the drivers from Qinetic?
Yes, on Pro. Once invoices are issued they appear in your payment run, and you pay drivers directly from Qinetic instead of setting up each payment in online banking.
How much does it cost?
Job imports and paying drivers from Qinetic are part of Pro, at £8 per active driver per month. Drivers never pay anything. Try it free for 14 days.
Related
Courier Exchange (CX) and other product names are trademarks of their owners. Qinetic isn't affiliated with or endorsed by them; it imports files you export from those systems.
Bring this week's export to a demo
We'll map your file with you and show the invoices it produces.
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