Subcontracting: carrying out work for fellow removal companies

Many removal companies carry out jobs for fellow removal companies. The client sends a job by email with customer details, volume, address and rate. You carry out the removal as a subcontractor. This is called subcontracting.

This article explains how to set up Bas for subcontracting: from creating a package with a rate list to invoicing based on actual hours and quantities. It differs from residential removals on some important points: there's no quote, no intake, and invoicing works on a post-calculation basis.

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What is subcontracting and when do you use it?

With subcontracting, you're hired by another removal company (the client). The client has contact with the end customer. You only have contact with the client.

This happens in various scenarios:

• A fellow removal company has more work than its own capacity and outsources the job to you

• A client is looking for a local party for a job outside its own region

• An international removal company hires you for the domestic part (loading, unloading, packing)

• You hire out staff and vehicles to another removal company

The way of working in Bas differs from a regular removal:

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Step 1 - Setting up a "Sub" package

Every removal company you work for has different rate agreements. You record those agreements in a package. The package is essentially a rate sheet per client.

1.1 - Creating a package

1. Go to Settings > Packages

2. Click New package

3. Give the package the client's name (e.g. "Removal Company ABC")

Tip: Use the client's name as the package name, not something like "Sub 1" or "Business package". If Removal Company ABC calls with a job, everyone immediately knows which package to use.

1.2 - Configuring the basic settings

Set the following settings:

1. Click Save

Expected result: A package set up for post-calculation, without a quote, with VAT-exclusive rates.

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Step 2 - Entering the rate list as invoice lines

Now you add the rate list. This is the rate sheet you've agreed with the client. Each rate agreement becomes an invoice line.

2.1 - Adding invoice lines

1. Open the package you just created

2. Go to the Invoice lines section

3. Add a new line for each rate agreement

For each line, you fill in: - Description - What it is (e.g. "Removal operative") - Unit - Per hour, per day, per cubic metre, per kilometre - Rate - The agreed amount - Revenue group - Where the revenue ends up in the accounts

2.2 - Example rate list

A typical rate list for subcontracting might look like this:

Tip: Enter the entire rate list, even if you don't use all the lines for every job. Thanks to the "Ignore lines with zero" setting, unused lines automatically disappear from the invoice PDF. You don't need to remove them manually.

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Step 3 - Setting up the repeat line (blue tick)

Some rates apply per day worked. If a job takes several days, you want those lines to be repeated automatically per day. You do that with the repeat line.

3.1 - Activating the repeat line

1. Go to the invoice lines in your package

2. Find the blue tick above the bin icon next to a line

3. Click it to activate the repeat line

3.2 - How does it work?

If you work on a job for several days (e.g. loading on Monday and Tuesday, unloading on Wednesday), the invoice line repeats automatically for each day worked. The system adds the date, so the client can see exactly which costs belong to which day.

Example on the invoice:

Removal operative - 3 February      8 hours x EUR 50.00 = EUR 400.00Removal operative - 4 February      6 hours x EUR 50.00 = EUR 300.00Removal truck - 3 February               1 day x EUR 155.00 = EUR 155.00Removal truck - 4 February               1 day x EUR 155.00 = EUR 155.00

3.3 - When to use it and when not to

Note: If you don't use a repeat line, you can also enter a total. For example: 80 hours total instead of splitting it out per day. That's a choice you make per client.

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Step 4 - Splitting the package for different services

Do you provide different types of service to the same client? Then consider creating multiple packages.

Example:

This has two advantages: - Overview - A long package with all the lines in it becomes cluttered - Reporting - You can view revenue per package, so you know how much revenue each type of service generates

Tip: You can always still switch packages within the case file. So splitting isn't restrictive. Start with your most-used client to practise, then expand from there.

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Step 5 - Creating the business customer and contacts

Before you can create case files, the client needs to be set up as a business customer in Bas.

5.1 - Creating the client

1. Go to Customers > New customer

2. Choose Business

3. Fill in the company details (name, address, Chamber of Commerce number, VAT number)

4. Save

5.2 - Adding contacts

Create one or more contacts within the business customer. Think of: - Invoicing team (with the email address of the invoicing department) - Removal coordinator (the person who forwards the jobs)

1. Open the customer

2. Click Add contact

3. Fill in the name and email address

4. Save

Tip: With subcontracting, you don't communicate with the end consumer. So you don't need to add the end consumer as a contact. All communication goes through the client.

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Step 6 - Creating a case file without a quote

With subcontracting, you create a case file without a quote stage. The price isn't fixed upfront through a calculation, but is determined afterwards on a post-calculation basis.

6.1 - Creating a new case file

1. Click New removal > Existing customer

2. Look up the client (e.g. "Removal Company ABC")

3. Fill in the loading address (the address where you carry out the removal)

4. Fill in the unloading address if known (not needed if you're only packing)

5. Fill in the date

6. Select the correct package (e.g. "Removal Company ABC - Export")

7. Choose No quote needed

8. Fill in the cubic metres if already known

9. Save

Expected result: The case file goes straight to the "Customer approved" status (after all, there's no quote that needs to be accepted). You can move straight on to planning.

Note: Select "No intake needed". An intake is unnecessary with subcontracting. The client supplies the details.

6.2 - Filling in the planning details

1. Open the case file

2. Go to Planning

3. Fill in:

4. Number of employees

5. Volume (cubic metres)

6. Expected number of hours

7. Schedule the event with date, start time and service (e.g. "Removal - loading")

8. Assign employees

9. Assign a vehicle

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Step 7 - Entering the client's reference number

This is a step many subcontractors skip, but it's essential for an organised way of working.

7.1 - Why reference numbers?

The client has its own reference for the job. This could be an order number, the end customer's surname, or a project code. If the client calls about "that export job for Mr Jansen", you need to be able to find that case file straight away.

If you search by surname, you get too many results. "Jansen" produces dozens of hits. With a reference number, you find the case file in one go.

7.2 - Entering the reference

1. When creating the case file, fill in the Reference field

2. Use the client's reference (e.g. "Jansen family" or order number "EXP-2026-0142")

The reference appears after the case file number. You can search for it later using the search bar.

Tip: Agree with the client on which reference format they use. Fill it in consistently. That way you can always quickly find the right case file, even if you have hundreds of open case files.

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Step 8 - Recording rates and special agreements

If there are already specific agreements for this job in advance (different rates, bundle discounts, or a fixed total price), record these directly in the case file.

1. Open the case file

2. Click Edit

3. Adjust the invoice lines (e.g. a discount of 100 euros or a different hourly rate)

4. Save

The standard rates from the package are already filled in. You only adjust what's different.

Tip: If everything goes on a post-calculation basis and there are no special agreements, you don't need to do anything here. The rates from the package are used automatically.

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Step 9 - Sharing documents via the app

With subcontracting, your removal crew normally take paper work instructions with them, which they collect from the client's depot. With Bas, you can share those documents digitally.

9.1 - Uploading documents

1. Open the case file

2. Go to Documents

3. Click Upload

4. Select the files (work instructions, packing lists, container documents)

5. Tick: Share with employees

9.2 - Viewing in the app

Your employees open the employee app and see the job. The shared documents appear with the job. They can view everything without having to visit the depot in person.

Expected result: Your removal crew have all work instructions with them digitally. No more paper work orders, no detour via the client's depot.

9.3 - Linking emails with documents

Do you receive work instructions by email? You can link emails with attachments to a case file:

1. Forward the email to your Bas email address (found in Settings > Email)

2. Open the email in Bas

3. Click Link to job

4. Enter the case file number

5. Click Link and then Copy to documents

The attachments from the email are automatically linked to the case file.

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Step 10 - Execution via the employee app

On the day of the removal, your employees work with the app. They don't need to know anything about rates or invoicing. They only record what they do.

10.1 - Workflow in the app

1. Employee opens the app and sees the job

2. Views the shared documents and work instructions

3. Taps On the way when departing

4. Taps Start on arrival

5. Records breaks

6. Notes any particulars (photos of containers, loading metres, damage)

7. Records materials and boxes if needed

8. Taps Complete when the job is finished

9. Fills in the mileage reading on return

Expected result: The system automatically records all times, mileage and details needed for the post-calculation.

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Step 11 - Invoicing based on actual hours and quantities

After completing the job, you draw up the invoice. Because the package is set up for post-calculation, all invoice lines are ready. You only need to fill in the actual quantities.

11.1 - Opening the invoice

1. Open the case file

2. Click Create invoice

3. The invoice screen shows:

4. Left: the invoice lines from the package (description, unit, rate)

5. Right: an overview of the work carried out (employees, hours, vehicle, mileage, materials, damage, notes)

11.2 - Filling in quantities

1. Fill in the actual quantity for each invoice line:

2. Number of hours per employee per day

3. Number of cubic metres (for export work)

4. Number of kilometres (removal truck)

5. Number of times for shuttle, long carry or stair carry

6. Leave lines you haven't used at 0. These automatically disappear from the invoice PDF.

11.3 - Generating the draft invoice

1. Check that all quantities are correct

2. Click Prepare

3. The draft invoice appears with only the completed lines

4. Check the invoice PDF

5. Click Send

Expected result: An invoice that's automatically posted to the correct revenue group and ledger account. With an active accounting integration (e.g. Yuki), the invoice goes automatically to your accounts.

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Complete workflow: from job to invoice

Below is a summary of the complete workflow. This is the flow you go through for every subcontracting job:

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Tips

• Set up once, reuse always. You don't need to re-enter the rates you set up in a package for every job. They're ready in the invoice screen. You only fill in the quantities.

• Start with your largest client. First create a package for the company you do the most work for. Practise the whole process from case file to invoice. Then expand to other clients.

• Split packages for different services. If you both hire out staff and carry out complete export removals for the same client, create two packages. This keeps things clear and gives better reporting.

• Always fill in references. With hundreds of open case files, the client's reference is the fastest way to find the right case file.

• Use the app for document sharing. Let your removal crew view documents in the app instead of giving them paperwork. This saves a detour via the depot and prevents paperwork getting lost.

• Adjusting rates for inflation. Adjusting rates quarterly or annually? Contact your onboarding specialist. They can implement the adjustment across a package in one go.

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Please note

• No quote for subcontracting. The price isn't fixed in advance. Always select "No quote needed" when creating the case file.

• Set VAT to exclusive. Business clients account for VAT separately. Set the package to VAT-exclusive, otherwise the client will receive an invoice including VAT.

• Turn off automatic messages when entering data retrospectively. Are you entering case files retrospectively (e.g. from 1 January)? First turn off automatic messages under Settings > Messages. Otherwise clients will receive messages about jobs that have already been carried out.

• Every new package must be fully set up. You cannot copy a package. For a new client, you need to enter the invoice lines, rates and revenue groups again. This is a one-off task per client.

• You can switch packages on an existing case file. Have you accidentally selected the wrong package? You can still switch. Afterwards, check that the invoice lines are correct.