Pay and bill software for recruitment agencies

Placement comes in.

Worker, client, rates and placement terms arrive from your CRM or ATS. Nothing needs entering twice.

Timesheets and expenses are captured.

Online, mobile, paper, or imported from other systems, already approved. They arrive in one place, whatever the source.

Approvals happen where the client is.

Client managers approve online, on their mobile or by email. Complex or straightforward, approvals follow the rules you set.

Invoices and payslips are generated.

Approved timesheets feed the invoice and the pay. Run them together or separately, in any order.

Finance gets the data.

Sales, purchase and payroll figures export to the accounting system you choose. From start to finish, the numbers carry through.

However your clients work, the timesheet gets in.

Capture time in whatever way suits your clients:

Online and on mobile
Signed paper sheets, QR-coded and uploaded automatically
Spreadsheets and batch imports from third-party systems
Bulk entry by your team

Approval routes follow the rules you set, so a complex client doesn’t hold up a straightforward one. Rate templates, shift and overtime rules and time validation catch errors before they're approved and invoiced.

Every client billed the way they want.

InTime generates sales invoices, matches them to the supporting timesheets and delivers them electronically, automatically or on demand. Self-bill and advice notes for contractors. Permanent placement invoices. Bespoke invoice templates for clients who want theirs a particular way.

Purchase orders are tracked and enforced, so nothing is billed against a PO that's run out. Exception reporting flags anything that doesn’t match before it goes out. Adjustments, credits and re-invoicing take minutes. For groups with international clients, multi-currency billing and local sales tax are taken care of. Whatever the invoice looks like, it goes out right the first time.

Everyone paid, whatever their status.

PAYE, CIS, deemed contractors, limited company contractors and umbrella workers, all paid from the same approved timesheets. Your own agency staff are paid from the same system too, on salary rather than timesheets. Timesheet and pay data feeds international payroll providers for workers paid overseas. Payroll runs at the click of a button, with HMRC reporting handled in the system: RTI, CIS returns and intermediary reporting. Auto-enrolment assessment and AWR monitoring are included. On-costs are calculated into every pay and charge rate: employer’s NI, holiday pay, pension and the apprenticeship levy.

Legislation changes every year. So does InTime.

Paid and billed, right first time.

InTime validates every timesheet, expense and invoice automatically against your rates, pay terms, billing rules and the contract. When something doesn't match, it's flagged and an alert goes out, so it’s put right before it reaches payroll or billing. Enforcing the terms up front means fewer queries and credit notes later.

Fewer queries land on your team.

Workers, client managers and umbrella companies each get their own branded portal, on your web address, with your logo. They submit and approve timesheets and expenses, and see invoices, payslips and remittances for themselves. Workers can view and request holiday. Routine queries never reach your team, because people find what they need for themselves, whenever they need it.

Margins, missing timesheets and forecasts, live.

User dashboards show the state of the process at agency, client, placement and worker level, with drill-through to the detail, and forecast what’s coming. Standard reports cover gross margin, split commission, missing timesheets and HMRC intermediary reporting, and a custom report builder covers the rest. The data is open, so it feeds the reporting tools your business already runs on.

One system, however many brands you run.

Groups can ring-fence each division or acquired brand in one system, with its own branding, users, security roles and segregated data. You get one consolidated view over the lot. For those operating internationally, multi-currency billing is built in, and timesheets and expenses export to your in-country payroll providers.

Pay and bill questions, answered

Pay and bill software runs everything between placing a worker, billing your client and paying your workforce. That covers capturing and approving timesheets, calculating pay and client invoices, running payroll and handling compliance. It connects the front-office CRM to the accounting system and keeps contractors paid and clients billed accurately.

The best pay and bill software for a recruitment agency is the one that handles complexity, not just routine. Multiple pay and charge rates, split billing, high volumes and multiple entities or divisions, all automated rather than worked around. It should support open APIs and connect to the CRM, ATS and accounting systems you already use, keep you compliant as legislation changes, and scale as you grow.

With InTime, agencies pay PAYE and CIS workers, limited company and deemed (IR35) contractors and umbrella workers, all from the same approved timesheets. Their own salaried staff are paid from the same system, and data feeds international payroll providers for anyone paid overseas. One process feeds both payroll and client billing. High volumes process in real time so even large, complex payrolls run quickly and accurately.

Compliance means keeping up with HMRC reporting (RTI, CIS and intermediary returns) and data retrieval, auto-enrolment, Agency Workers Regulations (AWR), National Minimum Wage, gender pay gap reporting and changing employment law. InTime handles this automatically, validating pay and billing before it runs, so errors are caught before pay day.

Pay and bill

Everything from placement to payment.

Every step connected, automatically.