Fast, Accurate Timesheet Processing That Keeps Your Agency Moving
Timesheet Processing for Recruiters
For temp and contract recruitment businesses, timesheet processing sits at the centre of your weekly or monthly operations. But with contractors working varied hours, using different approval processes, submitting timesheets through multiple portals and working to tight deadlines, the entire process can quickly become time-consuming and prone to error.
Helping you with
Fast & Accurate Timesheet Processing
When timesheet processing becomes a burden, agencies often face the same issues:
• Contractors submitting timesheets late, incorrectly or in inconsistent formats
• Pay and bill rate errors silently reducing your gross profit
• Delayed contractor payments damaging relationships and agency reputation
• Client disputes due to mismatched approvals or missing authorisation
• Slow invoicing cycles disrupting cashflow and forecasting
• Manual data entry leading to duplicated, missing or incorrect information
• Weekly reconciliations becoming harder and more time-consuming
• Poor visibility of weekly revenue, GP and contractor activity
Our specialist timesheet processing service removes these issues completely. We collate, verify and process every timesheet accurately each week (or month), so your payroll, invoicing and cashflow stay smooth, consistent and profitable.
As recruitment sector specialists, we’re completely independent when it comes to systems. We work across leading timesheet and pay & bill platforms and can advise on what will best support your workflow, approvals and reporting.
Our team regularly uses systems such as Evertime, Timesheet Portal and InTime. We can run your weekly/monthly pay & bill process within the agreed platform and help you streamline how timesheets are submitted, approved and reconciled.
A streamlined online timesheet solution typically reduces processing errors and fraud risk, automates reminders and approvals (including one-click authorisation), improves the client and candidate experience, and gives clearer visibility of placements, AWR and holiday pay, and gross profit margin.
If you’re unsure which system or process is right for your agency, we’re happy to talk through options and share best practice.
Expertise guaranteed
Timesheet Processing Built for Recruitment Agencies
When timesheets are accurate and approved on time, your pay & bill runs faster, invoices go out without delays, and your team spends less time dealing with queries and corrections.
We support recruitment businesses of all sizes, managing the full timesheet cycle from collection to reconciliation. Whether your contractors submit hours via client portals, spreadsheets, PDFs or paper timesheets, our team ensures every timesheet is processed correctly and on time.
We understand the complexity of recruitment payroll, including holiday pay, AWR, pension autoenrolment, expenses and umbrella reporting. Our processes are designed to keep your pay & bill accurate and compliant, reducing queries and delays.
Benefit from our
Accurate, Reliable and Fully Managed Timesheet Processing
Our fully managed service includes:
• Processing timesheets weekly or monthly (depending on your pay & bill cycle)
• Collecting timesheets from email, client portals and manual submissions
• Validating hours, overtime, breaks and chargeable time, ensuring accuracy
• Matching timesheets to each assignment, including agreed pay and bill rates
• Chasing missing or unapproved timesheets, reducing delays and payroll bottlenecks
• Producing sales invoices and emailing these to your clients where applicable
• Matching purchase invoices to authorised timesheets where applicable
• Bacs payment facilities for your temporary workers
• Processing payroll for PAYE workers, including HMRC submissions, pension autoenrollment and holiday pay calculations
• Providing margin analysis including reporting by consultant/team
• Uploading invoices to your finance facility and carrying out drawdown if relevant
• Exporting pay & bill data to your accounting system
• Preparing Employment Intermediary Reporting where required
• Resolving discrepancies, such as rate changes, errors or missing approvals
Everything is handled consistently and accurately, protecting your relationships with contractors and clients while keeping cashflow moving.
When You May Need Timesheet Support
You may need support if timesheet processing is taking too long, errors are affecting your pay/bill cycles, or weekly volumes are becoming unmanageable. Many agencies come to us when approval processes get more complex, delays impact contractor payments, or cashflow suffers from slow invoicing.
If visibility is unclear, whether that’s gross profit, weekly numbers or desk performance, or if manual processes are holding your team back, outsourcing brings immediate accuracy and consistency.
With our support, your weekly or monthly cycles run smoothly, protecting cashflow, margins and client relationships.
We’ve been working with Recruitment Accountants for some time now, and the experience has been consistently positive. They support us with bookkeeping, pay & bill, management accounts, and statutory accounts, all of which are delivered with accuracy and attention to detail.
The management accounts in particular are clear and easy to interpret, giving us a strong handle on our financial position each month. Our monthly meetings with Tracy are always insightful and genuinely helpful, playing a key role in how we plan and make decisions.
What really stands out is how well the team understands the recruitment sector. Their advice is always relevant, practical, and tailored to our business.
We’re happy to recommend Recruitment Accountants to any recruitment business looking for reliable and knowledgeable financial support.
Pod Talent
Timesheet Processing FAQs
We are system-agnostic, meaning we work with the platforms that best suit your agency’s workflow. Our team has extensive experience with leading UK recruitment software, including InTime, Evertime, and Timesheet Portal. If you don’t have a system in place yet, we can advise on the best solution to automate your approvals and streamline your reporting.
Late timesheets are the primary cause of payroll bottlenecks. We take a proactive approach by monitoring submissions throughout the week and chasing contractors or clients for missing approvals before the deadline. This ensures your pay & bill run remains on schedule.
Yes. We understand that recruiters often have to deal with a mix of data—from sophisticated client portals and online timesheet software to manual spreadsheets or PDFs. We collate and verify data from all these sources, matching them against agreed pay and bill rates to ensure total accuracy before any invoices are raised.
Even a small error in a pay or bill rate can silently erode your margins over time. As part of our validation process, we match every timesheet against the specific assignment details. By identifying rate mismatches or unauthorised overtime early, we ensure your invoicing is accurate and your profitability is protected.
Absolutely. Managing AWR, holiday pay accruals, and pension auto-enrolment is a standard part of our timesheet processing service. We ensure that your temporary workforce is paid correctly and that your agency remains fully compliant with UK employment legislation and HMRC reporting requirements.
Absolutely. We work with a range of invoice finance providers and can manage the full process on your behalf. We upload invoices on a weekly or monthly basis in line with your pay & bill cycle and handle drawdowns, ensuring sufficient cash is available to meet contractor and umbrella payments.
Do we sound like your kind of accountants?
Call us, or send us an email to arrange your free Business Review.
There’s no obligation, just a great opportunity for you to find out how we can add value to your business and help you achieve your goals.
