Are you working with multiple Own companies in AdminPulse? Then the Intra-company billing feature is perfect for managing cost distribution easily and accurately. When an employee logs a registration that should be charged to a different Own company than their main one, Intra-company billing automatically ensures the correct linking and internal invoicing.
In this article, we’ll explain how Intra-company billing works, how to configure it, and how to use it efficiently.
👉 Would you like to use this feature? Submit a support ticket to request activation. We’ll enable it for you.
💡 More information about using the Intra-company billing screen can be found in a dedicated article: Overview: Intra-company billing – how to use this screen
How does Intra-company billing work?
The following two use cases will give you a clear picture of how AdminPulse handles internal registrations and automatically links them between Own companies.
|
Use Case 1 Employee temporarily helps another Own company |
Use Case 2 Work for a client of another Own company |
|
|---|---|---|
| Situation | You work for Headquarters, but today you’re helping at the Gent Branch. | You are working for Client A, who is linked to the Gent Branch. Your primary company is Headquarters. |
| Registration | You log time, distance, or product/cost for the relation “Gent Branch”. | You register for Client A as you normally would. |
| Linking | No action needed: you register directly on the relation belonging to the other Own vompany. | No action needed: AdminPulse automatically recognizes that Client A is linked to the Gent Branch. |
| Display in the Intra-company billing screen |
Shown as a registration from Headquarters to Gent Branch |
Shown as a registration from Headquarters to Gent Branch — relation = Client A. |
| Display in the Open Registrations screen | Not visible, as this is an internal registration. | Visible, because the registration will also be invoiced to the client. |
| Invoicing | Invoiced internally only. | Invoiced both internally (between Own Companies) and externally (to the client). |
Settings for working with Intra-company billing
Once we've activated Intra-company billing for you, there are a few settings you’ll need to review or complete.
Set up your Own company
When creating a new Own company via Settings > Own company, AdminPulse automatically creates a corresponding relation file. This relation is used for Intra-company billing. You can recognize it by the building icon:
👉 Have you created Own companies before Intra-company billing was activated? Follow these steps:
- Go to Relation files > New relation.
- Set the ‘Status’ to: Own company.
- Go to Settings > Own company and select the correct relation in the ‘Intra-company relation’ field.
Link relations to an Own company
Every relation in AdminPulse must be linked to an Own company. When creating a new relation, you can set this right away.
You can also check later which Own company an existing relation belongs to via the menu Relation files > Relations.
👉 Want to update the linked Own company for multiple relations at once? Use the batch operation ‘Update field’ to bulk update the ‘Own company’ field.
💡 By default, AdminPulse uses the Own company of the employee who created the relation to auto-fill this field.
Set up employees
Via Settings > Employees you assign each employee to their main Own company. Open the employee profile and select the correct Own company in the ‘Own company’ field from the list. In the employee file, there are also two additional fields used for internal invoicing:
- Internal cost (per hour): used to calculate the internal hourly cost of the employee.
- Intra-company cost (per hour): this amount will be invoiced to the Own company for which the employee registered.
👉 When employees log registrations for a different Own company than their own, AdminPulse will use these rates to calculate internal billing.
Employee registrations
Employees don’t need to do anything differently — they just continue entering their registrations as usual. AdminPulse checks in the background whether the relation they log registrations for belongs to the same or a different Own company.
Invoice templates for Intra-company billing
You can upload a separate invoice template for internal invoices, so they don’t use the same layout as your regular customer invoices.
- Go to Settings > Invoice templates.
- Upload a template of type ‘Intra company invoice’ for each Own company.
💡 This ensures that internal invoicing remains visually separate from your external client communication.
Managing and preparing internal invoices
Internal invoice proposals are started in the Intra-company billing screen (Invoicing > Intra-company billing). This screen provides an overview of all registrations that are eligible for internal billing — including details per employee, relation, and Own company.
💡 Read the separate article “Using the Intra-company billing screen” for a full step-by-step explanation Overview: Intra-company billing – how to use this screen