Guides
Steps to an easier working day
Kelomo's guides explain what Finnish law and good practice require and how to organise it: working time and shifts, quotes and invoicing, project margins, field service and HR.
Working time and shifts
- Working-time records: what to record and how long to keep them What goes into working-time records, how long they are kept and who may see them. Section 32 of the Working Hours Act, with one working week as an example.
- Flexitime balance, working-time bank and pekkaset – how they differ Flexitime balance, working-time bank, overtime bank and pekkaset: what each is based on, who decides on the accrual and what the maximum amounts are.
- Choosing time-tracking software – a checklist for the buyer Choosing time-tracking software: what legal compliance, the employee's day-to-day work, payroll data and contract terms require of the system and vendor.
- Time tracking in Excel or software? Download a timesheet Compare Excel and time tracking software for your work. Download an editable timesheet and find out where manual processing adds up.
- Ways to track time: clocking, manual entries or calendar suggestions? Choose a recording method that fits the work. Compare clocking, manual entries and calendar suggestions using workday examples and a week’s trial.
- From time entries to payroll data: checks before transfer Agree on payroll data, reconcile hours and handle corrections. Includes sample entries and a checklist for the handover to payroll.
- The shift roster: drawing it up, publishing and notice periods What a shift roster must contain, what period it covers, when it must be notified in writing and on what grounds a published roster may be changed.
- Rolling out time tracking: model, responsibilities and timetable Which decisions have to be made before the first entry, who is responsible for what, and how the rollout of time tracking is scheduled across four weeks.
- Annual leave accrual: the 14-day and 35-hour rules and holiday liability Annual leave accrual: when a month is full under the 14-day or 35-hour rule, whether 2 or 2.5 working days accrue, and where holiday liability comes from.
- Overtime: when it arises and how it is calculated Daily and weekly overtime, additional work and the increase percentages: when overtime arises under general working hours and in period-based work.
- Location data at work: when may an employer track location When an employee's location may be collected, which level of precision is enough for each purpose and what the staff must be told in advance.
Travel and expenses
Invoicing
- Mandatory invoice details: what section 209 e of the VAT Act requires Which details an invoice must carry, when simplified invoice details are enough, and how an invoice is corrected so the buyer can deduct the VAT.
- Payment reminder and penalty interest: when and how much When penalty interest starts to accrue, what the rate is, and how much you may claim from a business customer for a reminder and collection costs.
Projects
- Project margin and billable utilisation: what the hours tell you How margin, margin percentage and billable utilisation are calculated from hours, and how a fixed-price project's profitability is visible mid-project.
- Fixed price or hourly billing: what goes into the quote and contract Fixed price or hourly billing: which party carries the risk of the effort estimate, when a capped price fits and which quote terms decide a dispute.
Sales and customers
- Quote content and binding effect: what to write in it and how long it binds When a quote binds the party that gave it, how long it stays valid and what to write in it so acceptance becomes an agreement that holds to the invoice.
- The customer register and data protection: what a salesperson may store and send Who direct marketing may be sent to without consent, what is recorded about a contact in the customer register, and how long the data is kept.
Field service
- From work order to invoice: what gets recorded at every stage of field work What gets recorded on the work order, the visit and the invoice, where information goes missing, and how a visit becomes invoice lines and payroll hours.
- Service agreement: what to agree and how to schedule the visits What a service agreement records about sites, service intervals, response time and pricing, and how the year of visits fits the technicians' time.
HR and people
- Ending employment: notice period, final pay and the certificate Notice period, final pay and the employment certificate when employment ends: which balances and holiday days must be settled by the end date.
- Reporting channel: who must set one up and what the law requires A reporting channel must be set up in an organisation of 50 people: which reports the Act covers, who handles them and within what time.
- Employee personal data: what you may collect and how long to keep it Which data an employer may collect about an employee, how health data is handled and which retention periods bind after the employment has ended.