What is Total Back Office Solutions?

Total Back Office Solutions (TBOS) is a back-office accounting function for Recruitment Agencies.

They help streamline existing Recruitment Agencies with pay & bill, credit control and statutory year-end accounts. They advise and support start-up Recruitment Agencies that want to focus on recruiting and allow TBOS to take on their back-office requirements.

TBOS also have their own in-house Umbrella Company exclusively for recruitment agencies using the back-office accounting solutions provided by TBOS.

If you aren't already a TBOS user then you can get in touch with them for a demo of their platform by contacting them here!


How it works: via the Firefish API

The Firefish API integration with TBOS allows all of your contracts placement information to be regularly sent and uploaded directly into TBOS behind the scenes. All information for all contract placements, terminations and extensions are updated every 15 minutes over a rolling 7 day period, meaning that any changes you make to any of your data will automatically appear in TBOS.

If you are a TBOS user and want to get connected, get in touch with your Firefish Success Champion or Support and we can arrange this for you.

You can find more information about the Firefish API here.


What information is sent?

Information sent from FF to TBOS Includes:

• Job Information including start and end dates and client approvers

• Contractor details such as personal and payment information

• Pay and charge information based on the billing information in Firefish

Below you will find a table of fields that are required by TBOS and are passed over from Firefish; you will see both the field name from Firefish and the corresponding field for TBOS.

Mandatory fields are highlighted and you should ensure information is populated for all of these.

Firefish Name

TBOS Field Name

Comments (If applicable)

User making the placement

Consultants Name

Pay Type - Candidate Pay Tab in FF

Limited Company/PAYE?

This is taken from the date that the placement is confirmed in FF

Date

Job Company Name

Client Name

Mandatory

Company Address fields in FF; including Town and Postcode

Registered Address

Mandatory

Account Company Name in FF

Invoicing Name

Mandatory

Accounts Company Address fields in FF; including Town and Postcode

Invoicing Address

Mandatory

Contact FirstName (Approver) AND Contact Surname (Approver) in FF

Client Contact

This will be the job contact if a timesheet approver is not selected/if the setting is not enabled

Contact WorkMob (Approver) in FF

Client Contact Number

N/A

Client Fax Number

This field is not available in FF

Contact Work Email (Approver) in FF

Client Email

Mandatory

N/A

Self - Bill Client

This field is not available in FF

N/A

External Portal

This field is not available in FF

N/A

External Portal Details

This field is not available in FF

Client Account Contact FullName in FF

Invoicing Contact

Mandatory

N/A

Invoicing Contact Number

N/A

Invoicing Fax Number

This field is not available in FF

Client Account Contact Email in FF

Invoicing Email

Mandatory

N/A

VAT Number

N/A

Registration Number

Candidate FirstName AND Candidate Surname in FF

Candidate Name

Mandatory

Candidate Address Fields in FF; including Town and Postcode

Candidate Address

Mandatory

Candidate Mobile in FF

Candidate Contact Number

Candidate Personal Email in FF

Candidate Email Address

Mandatory

Candidate Date of Birth in FF

Candidate Date of Birth

Mandatory

NI Number - Candidate Pay Tab in FF

Candidate NI Number

Mandatory

Gender M/F

Male/Female?

Mandatory

Ltd Name - Candidate Pay Tab in FF

Limited Company Name

Mandatory

Ltd Address fields; including town and postcode - Candidate Pay Tab in FF

Registered Address

Mandatory

N/A

Limited Company Contact

N/A

Limited Company Contact Number

LTD Email - Candidate Pay Tab

Limited Company Email

Mandatory

N/A

Registration Number

VAT Number - Candidate Pay Tab in FF

Limited Company VAT Number

Mandatory

Bank Name - Candidate Pay Tab in FF

Contractor Bank Name

Mandatory

N/A

Bank Address

Account Number - Candidate Pay Tab in FF

Bank Account Number

Mandatory

Sort Code - Candidate Pay Tab in FF

Sort Code

Mandatory

N/A

IBAN Number

This field is not available in FF

N/A

Swift/BIC Code

This field is not available in FF

Account Name - Candidate Pay Tab in FF

Beneficiary Name

Mandatory

Original Contract Start Date

Placement Start Date

Mandatory

Final Contract End Date

End Date

Mandatory

N/A

Notice Period

N/A

Standard Weekly Hours

ISO Currency Symbol e.g. GBP

Currency

Mandatory (automatically populated)

Pulls from placement summary

Charge Rate

Mandatory

Pulls from placement summary -Rate Type

Per Hour/Per Day/Per Month

Pulls from placement summary -Additional Rates Charge Rate

Additional Charge Rate

Pulls from placement summary -Rate Type

Per Hour/Per Day/Per Month

ISO Currency Symbol e.g. GBP

Currency

Mandatory (automatically populated)

Pulls from placement summary

Pay Rate

Pulls from placement summary -Rate Type

Per Hour/Per Day/Per Month

Pulls from placement summary -Additional Rate

Additional Pay Rate

Pulls from placement summary - Additional Rates Rate Type

Per Hour/Per Day/Per Month

N/A

Client Expenses Allowable

This field is not available in FF

N/A

Rate all Inclusive?

This field is not available in FF

Payment Terms - Company Terms Tab in FF

Client Payment Terms

Mandatory

N/A

Candidate Expenses Allowable

This field is not available in FF

N/A

Gross Margin

Payment Frequency - Candidate Pay Tab in FF

Candidate Payment Terms

Mandatory

Job Title

Job Title

Mandatory (automatically populated)

N/A

Additional Rates/Notes

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