The requisition is the record
Client, role, rates, hours and cover requirements captured once, then worked through the pipeline.
✦ Staffing agency · 14 clients · 300 workers
The invoice builds itself from hours the client already signed.
A staffing agency placing 300 workers across 14 client sites, invoicing weekly, and rebuilding every invoice by hand from timesheets chased by email.
Illustrative scenario
This is a worked example built from the real product, not a testimonial from a named customer. Figures show what the workflow removes, and the maths behind them is stated on the page. We would rather show you an honest model than invent a case study.
Before
Four systems and a Friday afternoon.
Requisitions arrived by email and were tracked in a spreadsheet. Candidate compliance lived in a folder. Timesheets were paper or PDF, emailed by site managers when chased, and typed into a second spreadsheet.
On Friday, someone rebuilt every client invoice from those typed hours, applying charge rates from a rate card that existed in two versions. Disputes were common, because the client had never formally agreed the hours being billed.
Margin was known in aggregate at month end, and never at the moment a consultant agreed a rate.
What the week looked like
- Requisitions in email and a spreadsheet
- Compliance in a folder, checked at submission if at all
- Timesheets chased, then typed up by hand
- Invoices rebuilt weekly from those typed hours
- Margin discovered after the period, not during it
The change
What replaced it, step by step.
Placements become shifts
A placed worker gets real shifts and clocks in on the client’s site inside a geofence.
The client approves the hours
The site contact approves timesheets in their own portal — the person who was actually there.
The invoice follows
Approved hours plus charge rates equal the invoice. Nothing is re-keyed and nothing is in dispute.
In the product
One pipeline from vacancy to placement.
Requisitions, candidates and placements sit on one board with compliance attached to every worker, so nobody is submitted whose DBS or right to work has lapsed. Fill rate and time-to-fill become measured facts per client.
- Pipeline from sourced through submitted, interview and placed
- Compliance visible before submission
- Charge and pay rates held on the placement, margin visible immediately
- Fill rate and time-to-fill per client
Sourced
D. NwosuHCA · 2y
S. AliHCA · 4y
Submitted
R. OkonjoNurse · DBS ✓
Interview
M. LundNurse · Thu 10:00
Placed
K. Bello£19.50/h charge
Week 32 · timesheets approved by clientReady to invoice
£8,412
Invoice
And then
The client portal ends the invoice argument.
Your client sees their own cover, approves their own hours and downloads their own invoices, scoped strictly to their sites. When the invoice arrives it references hours they signed for themselves.
- Client-side timesheet approval by the person on site
- Invoices generated from approved hours, with uplifts by rule
- Margin per placement, per client and per period
- One client can never see another — allowlisted access
Nights · 96.0h @ £21.40 charge£2,054.40
Days · 214.5h @ £19.50 charge£4,182.75
Weekend uplift · 38.0h£486.40
VAT 20%£1,344.71
Total due£8,068.26
Margin on this placementCharge £19.50 · pay £13.85
29.0%
The maths
Where the numbers come from.
Stated openly so you can check them against your own operation rather than take them on trust.
| Task | Before | After | Saved |
|---|---|---|---|
| Chasing and typing up timesheets | 6.0 h/wk | 0.5 h/wk | 5.5 h/wk |
| Rebuilding invoices from typed hours | 4.0 h/wk | 0.5 h/wk | 3.5 h/wk |
| Resolving invoice queries and credits | 3.0 h/wk | 0.5 h/wk | 2.5 h/wk |
| Checking worker compliance before submission | 2.0 h/wk | 0.25 h/wk | 1.75 h/wk |
| Weekly total | 15.0 h | 1.75 h | 13.25 h |
Modelled on the workflow described above. Your operation will differ — the point is which tasks disappear, not the exact figure.
Questions
What this scenario usually raises.
Does the client have to use the portal?
It works best when they do, because approval by the person on site is what removes the disputes. Where a client will not, hours can still be approved internally and invoiced the same way.
Do you handle self-billing or umbrella?
TaskBit pays workers you pay directly and exports approved hours for everything else. It is not an HMRC-recognised filer — see payroll.
Can we sub-contract to partner agencies?
Yes, through vendor pools: the partner coordinates their own workers and sees only their assignments.
Which plan is this?
The agency features — clients, requisitions, placements and invoicing — are on Pro.
Test it against your own week.
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