With a company agreement, the company can pay for its employees' treatments. Gecko keeps track of which bookings are to be settled with the company and at which price, so with a few clicks you can send them to the cash register or mark them as settled. If the agreement covers a certain number of treatments, each employee can also automatically get a multi pass.

The guide builds on a corporate customer agreement set up as described in Create corporate customer agreement. See all the options in Corporate Customer Agreements.

How it fits together

• The company is a debtor linked to the company's customer group.
• The employees have the company as secondary debtor. The secondary debtor is the company that pays for the agreement. It is not the same as the customer's own debtor.
• The service has a debtor item number, which is the item and price the company is settled with.
• On the debtor you see the company's employees and the bookings to be settled.

Get started

Start by turning on secondary debtor. Go to 'Settings' > 'General' > 'Advanced settings' and open the tab 'Customer'.

(1) Tick 'Secondary debtor' ('Activate secondary debtor on customer, default selected for split invoice in cash register').

(2) Under 'Secondary debtor field name' you enter the name the field should have on the customer card. The name is also used in the tabs on the debtor. In the screenshots the name is 'Firmaaftale', so the tabs are called e.g. 'Bookings - Firmaaftale'.

(3) If you use debtor groups, you can choose the group the companies belong to under 'Secondary debtor group'. Otherwise leave it at 'All debtor groups'.

Click 'Update' at the bottom of the page.

Link the company to the customer group

Go to 'Settings' > 'General' > 'Customer groups overview + create' and click 'Settings' next to the company's customer group. Under the tab 'General' you find 'Debtor'.

(1) Search for the company under 'Debtor'.

(2) If the company does not exist as a debtor yet, you create it with the button 'Create debtor' to the right of the search field.

(3) 'Go to debtor' opens the debtor, where you settle the bookings (see 'Settle the bookings' below).

(4) 'Remove debtor' removes the company from the customer group.

When the customer group has a debtor, two things happen:

(5) All customers created in the customer group automatically get the company as secondary debtor.

(6) The customer group is only shown to customers who have the company as secondary debtor. Other customers therefore cannot choose the company's customer group.

If the customer group already has customers without a secondary debtor, a warning is shown with the button 'Update now', which gives all of them the company as secondary debtor.

Click 'Update' to save the customer group.

Choose what the company pays

For each service you specify which item the company is to be settled with. Go to 'Settings' > 'Booking' > 'Services' and click 'Edit' under 'Settings' next to the service. If the company's customer group has its own services, it is those services you need to edit. Open the tab 'General settings'.

(1) Here you see the item and price the service is normally linked to.

(2) Under 'Company agreement' you search for the item the company is to be settled with in the field 'Debtor item no'. If the company is to have a different price, first create an item with that price in the cash register.

(3) When you have clicked 'Update', the price of the item is shown below the field.

The employees

Employees created in the company's customer group automatically get the company as secondary debtor. If an existing customer is to be included in the agreement, you open the customer card.

(1) Choose the company in the field named after 'Secondary debtor field name', here 'Firmaaftale'. The field 'Link to debtor' on the right is the customer's own debtor and is not used for the company agreement.

On the debtor, under the tab 'Customers - Firmaaftale', you can see all customers who have the company as secondary debtor and which customer group they are in now. 'Go to' opens the customer card.

Settle the bookings

Go to 'Cash register' > 'Debtor overview' and edit the company, or click 'Go to debtor' on the customer group. Open the tab 'Bookings - Firmaaftale'.

(1) Choose the period under 'Search' with 'from' and 'to'.

(2) With 'Only unsettled' you only see the bookings that have not been settled yet.

(3) Click 'Search'.

The list shows each booking with the customer and the customer group it was booked in.

(4) 'Settled' shows a red thumbs down if the booking has not been settled, and a green thumbs up if it has.

(5) 'What to settle' shows the debtor item number and the price from the service.

(6) Tick the bookings you want to settle. The tick box at 'Tick' in the header ticks all of them.

(7) Under 'With selected', choose what is to happen to the ticked bookings:

• 'Mark as settled': The bookings are marked as settled, e.g. when the company has paid in another way.
• 'Mark as unsettled': The bookings are set back to unsettled, e.g. if they were marked by mistake.
• 'Send to cash register': The bookings are sent to the cash register with the debtor item number, so you can settle them with the company. When the sale has been completed in the cash register, the bookings are marked as settled.

(8) Click 'Update' to carry out the action.

Multi passes for the employees

If the agreement covers a certain number of treatments per employee, Gecko can automatically give each employee a multi pass. This requires that you have activated the Gift Voucher Add-On and have created a multi pass (see Define voucher). You find the settings on the debtor under the tab 'Company agreement settings'.

(1) Turn on 'Auto create multi pass'. All customers who get the company as secondary debtor then automatically get a multi pass, both new employees in the customer group and existing customers who get the company linked.

(2) Choose the multi pass under 'Multi pass'.

Under 'Period' you choose how long the multi pass is valid:

(3) 'Use the multi pass's period': The multi pass is valid in the period set on the multi pass.

(4) 'Specify period': Specify the period yourself with 'from' and 'to', e.g. the term of the agreement.

(5) With 'Start today's date and calculate the number of passes left', the start date is set to today's date if the multi pass is created within the period, and the number of passes left is calculated automatically. That way an employee who joins in the middle of the agreement gets a multi pass that matches the remaining period.

Click 'Update' to save.

Read more

• Corporate Customer Agreements
• Create corporate customer agreement
• Customer groups
• Debtor overview