The system is a cloud-based pay, bill, and workforce back-office platform designed to improve operational efficiency, accuracy, compliance, and visibility across recruitment, contracting, and staffing organisations.
It supports end-to-end workflows covering timesheets, expenses, billing, payroll, compliance, reporting, and integrations.
2. Core Functional Capabilities
2.1 Timesheet Management
Objective: Enable fast, accurate capture, approval, and processing of time data.
Timesheet Capture Methods
Online web portal (worker, client, agency)
Mobile submission
Batch import from third-party systems (configurable formats)
QR-coded paper timesheets
Automated ingestion of scanned/emailed paper timesheets
Bulk entry by agency administrators
Agency-initiated timesheet creation
Timesheet Approval
Client approval via web portal
Client approval via mobile
Email-based approval workflows
QR-coded paper approval forms
Configurable multi-step approval routing
Adjustments & Corrections
Time and rate adjustment wizard
Automated credit generation
Re-invoicing workflows
Full audit trail of changes
2.2 Expense Management
Objective: Capture and control reimbursable and billable expenses.
Worker expense submission (web/mobile)
Agency-created expense entries
Approval workflows aligned with timesheets
Integration with billing and payroll calculations
2.3 Billing & Invoicing
Objective: Automate accurate, compliant, and flexible billing.
Billing Types
Sales invoices
Permanent placement invoices
Contractor self-billing
Advice notes
Supplier invoice matching (agency and contractor)
Billing Features
Automatic invoice generation from approved timesheets
Matching invoices to supporting documentation
Electronic invoice delivery
Payment and charge term configuration
Purchase order enforcement and tracking
On-cost handling and automated adjustments
Credit control visibility
Advanced Billing
Bespoke invoice templates
Client self-billing support
Withholding tax handling
International sales tax support (via third-party integration)
Overseas billing support
2.4 Payroll Processing
Objective: Support multiple employment and engagement models.
One-click payroll processing
Limited company contractor payments
PAYE payroll (employees, deemed contractors)
CIS processing
Agency staff payroll
Holiday pay calculation and processing
2.5 Contract, Rate & Rule Enforcement
Objective: Reduce errors and enforce commercial and legal rules.
Rate templates by role, client, or placement
Automatic shift, overtime, and premium rate calculation
Time pattern validation rules
Contract enforcement logic at submission and approval
AWR monitoring (where applicable)
3. Platform Architecture
3.1 Multi-Tenancy
Single platform supporting multiple organisational entities
Logical ring-fencing between divisions
Centralised administration with delegated control
Suitable for agency groups and franchises
3.2 Global & Multi-Currency Support
Multi-currency billing and payroll
Local tax handling (sales tax, withholding tax)
Import of overseas employment costs
True margin calculation across geographies
3.3 Self-Service Portals
Objective: Reduce operational queries and improve transparency.
Branded portals for:
Workers
Clients
Internal agency users
Real-time visibility of:
Timesheets
Expenses
Invoices
Payments
Paperless document handling
3.4 Onboarding & Compliance Automation
Objective: Minimise administrative burden and compliance risk.
Digital onboarding workflows
Automated contract pack generation and distribution
Document tracking and expiry monitoring
Compliance enforcement when documentation is missing
Statutory reporting support (e.g. tax and regulatory submissions)
Auto-enrolment assessment support
4. Reporting & Analytics
4.1 Real-Time Reporting
Missing timesheets
Gross margin and profitability
Forecasting
User and audit activity
4.2 Dashboards
Agency-level summaries
Client-level summaries
Placement-level views
Worker-level views
Drill-down into underlying transactions
4.3 Custom Reporting
Configurable report builder
Bespoke management reports
Exportable datasets
Role-based access to reporting outputs
5. Notifications & Workflow Automation
In-system alerts
Email notifications
Event-driven processing updates
Reduction of manual follow-ups
Configurable notification templates
6. Integrations & Extensibility
6.1 System Integrations
API-based integration with:
Applicant Tracking Systems (ATS)
CRM platforms
Accounting and finance systems
Automated data flow:
Placements from front-office systems
Financial outputs to accounting software
6.2 Configuration & Customisation
Custom system labels
Agency-defined security roles
Editable email templates
Advanced system configuration options
Branded login URLs and pages (SSL supported)
7. Deployment & Operations
7.1 Delivery Model
Cloud-hosted SaaS
Secure, scalable architecture
High-volume processing support
7.2 Support & Lifecycle
Phone and online support
Dedicated test/demo environments
Managed development request process
8. Functional Modularity
The system is structured into core and advanced modules, enabling phased adoption and enterprise scaling:
Core pay & bill
Advanced billing
Payroll extensions
Compliance tooling
Reporting and analytics
Accounting integrations
9. Non-Functional Requirements
High availability
Data security and access control
Full auditability
Performance at scale
Regulatory adaptability
