Pay and Bill for Recruitment Agencies

Timesheets to invoices to Xero. Built around how your desk actually works — whichever CRM you already run.

We do not run your payroll

Your umbrella and CIS providers do that, and your accountant signs it off. We are not trying to replace either.

What we build is everything that feeds them: timesheets captured and approved, self-bill reports produced per provider with the NI numbers they need, client invoices raised on the charge rate, all of it landing in your accounts package. Get that wrong and payroll is wrong. Get it right and payroll stops being an event.

Where it usually goes wrong

Rates that do not pull through from the CRM. A report that is nearly right, so somebody rebuilds it in Excel every Wednesday. A fifteen minute wait for a sync with no way to force it. An approval you cannot evidence three weeks later when the client says they never signed it.

Most agencies just live with it. The vendor has fifteen hundred other clients and is not going to change anything for one of them.

What we actually build

Timesheets on a Monday to Sunday week, day grid, half days, in days or hours. Approval by email link, with an evidence PDF for when a client disputes it. Self-billing per provider — umbrella, CIS gross, twenty per cent or thirty. Client invoices per contractor, referenced the way your accounts team reconciles them, not the way a developer assumed.

Out to Xero, Sage or QuickBooks. In from JobAdder, Bullhorn, or whatever you already run.

The reports you asked for

Expenses already baked in, so nobody is merging spreadsheets on a Wednesday. Site on every invoice line, so credit control is not a needle in a haystack six weeks later. Generated, saved and emailed to each provider on the cadence you set.

And when the report is not right, we change the report. That is the part you cannot buy off the shelf.

Built around your desk

An eleven to fifty person software company serving fifteen hundred agencies cannot build bespoke for any of them. That is not a criticism — it is arithmetic.

We work the other way round. Your rate structures, your providers, your approvers, your report formats. Built by a recruiter of twenty-seven years who has run the desk, chased the timesheet and argued the invoice.

Then the same data gets you paid

Once timesheets, approvals and invoices all live in one place and flow into your accounts properly, the next thing that data is good for is cash.

Aged debt read back from Xero. Automatic chasing. And when a client queries an invoice, the signed timesheet, the approver and the agreed rate in one click — which is something a generic credit control tool cannot do, because it has never seen a timesheet.