Illustrations are a useful tool to provide an example pay to a contractor. Here, you can input a salary figure and the system will calculate a net pay based on the settings chosen by the user. They can be a really useful tool for comparing pay models and allow you to be fully transparent with a potential client.

They can be generated in two formats, one being a list format where the gross income is broken down line by line. The other being an illustrative payslip which breaks the income down the same way, just in a format which most users believe is easier on the eye. Here is an example of both formats.

List Format

Illustrative Payslip

You can currently create illustrations from two areas of the system:

1). People Hub

2). CRM - Illustrations.

If you are on the People Dashboard, by default the page will display the 10 most recently updated people records however you can also opt to view the 10 most recently created records by using the buttons highlighted below.

If the worker falls under one of these, then you can use the '+' icon under the illustrations tab, highlighted below.

Alternatively, you can search for the worker from the People List.

You can then search for the workers name using the filters, and the hyperlink will be there as shown below.

Please Note - The illustration hyperlink will only show if you have illustrations ticked under 'Grid Settings'

Once you've clicked the '+' icon, you will then be taken to the 'Create Illustration' page.

If you are on the CRM menu, select 'Illustrations' as shown below.

You will then be taken to the 'Manage illustrations' screen and from there you can select the 'Create' button, highlighted below

Once you've clicked the create new button, you will then be taken to the 'Create Illustration' page, the page is split into several different sections, this guide will run you through each section with a guide to each field.

The first section is all about the workers personal/employment details.

I'd like to compare - This is where you select which product the illustration should be based on. You can select as many or as few as you want.

Contact Name - This should pre-populate with the workers name. If it does not, just search for the worker using the dropdown feature.

New Business Administrator - Select the user who is creating this illustration.

Business Name - You can select the business the worker is working for. This requires the business to be created under the CRM -> Businesses.

Tax Year - Select the tax year to base the illustration off, this will default to the current year.

NI Code - Select the NI code to base the illustration off, the default is 'A'.

Student Loan - Select the student loan type to base the illustration off if applicable, the default is 'Not Applicable'.

Post Graduate Loan - Select the post graduate loan type to base the illustration off if applicable, the default is 'Not Applicable'.

The second section is all about the workers earnings, the figures you enter here will be used to calculate an accurate net pay.

Payment Frequency - Select the correct pay frequency between (Weekly/Monthly)

Daily or Hourly - Select the correct unit type for the workers pay. If the worker has several different rates you can you can add multiple lines.

Days/Hours (Units) - Enter in the number of units for illustration purposes.

PAYE Rate - Enter the PAYE rate the worker is being paid (only applicable if the CAE/ PAYE model is selected in the 'I'd like to compare' options).

Rate - Enter in the rate of pay for illustration purposes.

The third section is all about the workers expenses per day, the figures you enter here will be used to calculate an accurate net pay.

Daily Return Journey Mileage (Enter No. of miles) - Enter the number of miles the worker is likely to do per day. The system will then calculate the annual figure and divide by the pay intervals (52/12)

Subsistence Expenses - Enter the amount (£) of subsistence expenses if applicable.

Other Expenses - Enter the amount (£) of other expenses if applicable.

If a worker does not claim expenses, you can leave this blank.

The second section is all about the payroll settings. This is where you determine what deductions the illustration is subject to the figures you enter here will be used to calculate an accurate net pay, we advise to use the exact same settings as your live payroll.

As there are four possible pay models, there are four possible payroll settings.

CAE/PAYE

These are the possible payroll settings for the CAE/PAYE model.

Accrued holiday pay - Does the worker want to accrue their holiday pay?

Annual Leave Entitled - Enter the number of holidays this worker is entitled to. 28 is the statutory requirement.

Allow expenses - Is the worker allowed expenses through the payroll?

S/E - PAYE - Is the worker subject to self employed PAYE? This is where they pay tax and NI but are not entitled to holiday pay, NMW or pension.

Pension - Is the worker subject to pension deductions? If so what type is the pension scheme?

Private Pension - Is the worker paying into a private pension deductions? If so, what is the amount?

Pension AVC - Does the worker want to contribute an additional amount to their AE pension? If so, what is the amount? It can be either a set amount or percentage figure.

Apprenticeship Levy - Is the app levy being deducted from the workers pay?

Margin - Enter the margin you will be charging to the worker, it can be either a set amount or percentage figure.

Summary - This is a free type box that will appear on the illustration, it can be used for notes that you want the contractor to see. For example, you may want to make clear the assumptions used for the illustration.

Umbrella

These are the possible payroll settings for the Umbrella model.

Accrued holiday pay - Does the worker want to accrue their holiday pay?

Annual Leave Entitled - Enter the number of holidays this worker is entitled to. 28 is the statutory requirement.

S/E - PAYE - Is the worker subject to self employed PAYE? This is where they pay tax and NI but are not entitled to holiday pay, NMW or pension.

Pension - Is the worker subject to pension deductions? If so what type is the pension scheme?

Private Pension - Is the worker paying into a private pension deductions? If so, what is the amount?

Pension AVC - Does the worker want to contribute an additional amount to their AE pension? If so, what is the amount? It can be either a set amount or percentage figure.

Apprenticeship Levy - Is the app levy being deducted from the workers pay?

Apply PBA - Will the worker be paid between assignments?

Additional Required Contribution - Please ignore.

Margin - Enter the margin you will be charging to the worker, it can be either a set amount or percentage figure.

Summary - This is a free type box that will appear on the illustration, it can be used for notes that you want the contractor to see. For example, you may want to make clear the assumptions used for the illustration.

CIS

These are the possible payroll settings for the CIS model.

Tax Rate - Select the rate at which CIS tax should be deducted.

VAT Registered - Is the worker VAT registered?

Sub Contractor type - Select the type of sub contractor this worker is being paid as.

Margin - Enter the margin you will be charging to the worker, it can be either a set amount or percentage figure.

Summary - This is a free type box that will appear on the illustration, it can be used for notes that you want the contractor to see. For example, you may want to make clear the assumptions used for the illustration.

​PSC

These are the possible payroll settings for the PSC model.

Accountancy Fees (Inc VAT) - Enter the accountancy fees you will be charging to the workers company, including VAT, in GBP format.

Is VAT Registered - Select if the workers company is VAT registered.

Directors Salary - Select how much director salary the worker wishes to take.

Summary - This is a free type box that will appear on the illustration, it can be used for notes that you want the contractor to see. For example, you may want to make clear the assumptions used for the illustration.

Remember Settings

Once you have completed the relevant payroll settings once you can choose to remember the chosen settings. This will save you valuable time on each illustration you create in the future.

To do this, scroll to the top of the screen and select the 'Remember Settings' button on the righthand side, shown below.

Once you have entered all the required details, you will then be able to generate the illustration by selecting either the 'Download' or 'Download And Send' button at the bottom on the page.

Download will allow you to only generate the illustration for you to look at. This is useful if you need to make amendments before sending it to the contractor.

Download and send will generate the illustration for you and also immediately send this to the contractor. This is useful to save time if you are confident the illustration contains all the correct information.

If the buttons are greyed out then the illustration is missing some details. Have a quick scroll through the page and ensure all fields with a red asterisk are completed.

Generating the illustration will mean the system quickly runs the necessary calculations and generates the illustrations, this method will not automatically send the worker an email with the illustration attached.

Once selected, you will then be taken back to the 'Manage Illustrations' screen where you should now see a success message and your new illustration will be near the top of of the screen.

From here you can do a number of things, mainly from the action column.

This blue pen icon allows you to edit and make amendments to the illustration. This is extremely if you have inputted a wrong figure or if the worker is wanting multiple illustrations.

This allows you to delete the illustration from the system. This cannot be reversed.

This allows you to download the illustration to your computer. You can also download an illustrative payslip, this is a new format of the illustration that allows the worker to see the same figures but in a more user friendly format.

This allows you to send or resend the illustration manually.

This allows you to generate the KID document to send to the agency.

Selecting to 'download and send' the illustration will mean the system sends the worker an email with the illustrations attached, by default the worker will only receive the generic illustration format. To send the illustrative payslip you will need to download this as above and send this to the worker manually.

When you then select 'Download And Send Illustration' the below box will then appear allowing you to customise the subject and message the worker will receive.

Once you're happy, press send and you will be taken back to the 'Manage Illustrations' where you should now see again a success message and your new illustration will be near the top of of the screen.