Back office optimization is critical for staffing firms looking to improve operational efficiency and overall performance. Automating repetitive tasks like timesheet management, candidate payments, and client invoicing allows your team to focus on strategic initiatives instead of manual processes. According to Encore Funding, implementing effective back-office solutions can significantly enhance productivity, reduce errors, and drive profitability.
At Recruiting Factors, we tailor back office optimization services to meet the unique needs of your staffing firm, ensuring compliance, measurable improvements in efficiency, and the scalability needed for future growth.
Back office optimization starts with efficient assignment management. When a candidate is hired, an Assignment Pay & Bill Record is created to track all job-related details. Any changes to the assignment—such as rate adjustments or extensions—are automatically captured, ensuring accurate record-keeping throughout the job's lifecycle. Dashboards and reports provide quick visibility into key metrics, including how many COB (Consultants on Billing) you have, assignments pending approval, average bill rates, and gross spread, empowering your team to make informed decisions.
Streamlining timesheet collection is a critical component of back office optimization. Automate the process using VMS timesheet coddlers, downloading hours from client websites, or leveraging JobDiva’s timekeeping system for accuracy. Standard reporting tools help you identify and manage unapproved or missing timesheets quickly, ensuring payroll accuracy. Set up automated alerts for candidates and approving managers when timesheets are overdue or need attention, reducing delays and improving efficiency.
Ensure timely and accurate candidate payments with seamless payroll integration through JobDiva. Back office optimization simplifies the process by preparing batch files for review and approval, eliminating manual errors. W2 Employee hours are uploaded directly into your payroll system, while Subcontractor hours are processed through the Accounts Payable Module of your accounting system. This streamlined approach ensures compliance, reduces processing time, and builds trust with your workforce.
Optimize your invoicing process with customized solutions that align with client needs. Create invoices tailored to reflect VMS fees, prompt payment discounts, and other adjustments that mirror cash receipts accurately. Track and manage client Purchase Orders (POs) or Statements of Work (SOWs) to ensure billing doesn’t exceed authorized amounts. With JobDiva integration, you can easily upload invoices into your accounting system, track unbilled hours, and maintain complete control over client billing. Back office optimization reduces errors and accelerates the invoicing cycle, improving cash flow.
Accurately calculating gross profit is essential for understanding your staffing firm’s financial performance. With DivaFinancials, you can set up client discounts and overhead factors to reflect other direct costs, such as employer payroll taxes, workers’ compensation insurance, drug tests, and background checks. These tools ensure you have an accurate and consistent method for estimating gross profit by assignment. Back office optimization allows you to make data-driven decisions and maximize profitability with real-time financial insights tailored to your business needs.
Need custom reports not already provided in JobDiva? We can help! Let us build tailored Business Intelligence (BI) reports designed to fit your staffing firm’s unique data tracking needs.
Provide us with the data points you’d like to monitor, and we’ll create Custom BI Reports tailored to your requirements. These reports can be shared with specified users and/or scheduled for automated delivery via email on designated dates and times, keeping your team informed and efficient.
We’ll create a custom BI report that provides designated users with up-to-the-minute visibility into revenue and gross profitability by Client, Salesperson, Recruiter, Assignment, Location, and more, complementing our Back Office Optimization Services. These reports are designed to supplement your company’s Profit and Loss Statement and provide detailed insights into Gross Profit performance.
Armed with this information, your team can easily establish, track, and report on Key Performance Indicators (KPIs). Additionally, if your commission plans aren’t overly complex, we can create BI reports to calculate and track commissions, saving time and reducing errors.
By leveraging tailored BI reporting, your staffing firm gains actionable insights to drive smarter decision-making and improve operational performance.
Training and consulting services for staffing and recruiting firms who want to make more placements.
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