How do you track and verify the hours of your temporary staff?

2 Establish clear policies and procedures

The next step is to establish clear policies and procedures for your staff and clients regarding time tracking and verification. For example, you should specify who is responsible for recording, approving, and submitting the hours, how often and when they should do it, and what are the consequences of errors, discrepancies, or fraud. You should also communicate these policies and procedures to your staff and clients and provide them with training and support if needed.

3 Verify the hours regularly and promptly

The third step is to verify the hours of your temporary staff regularly and promptly, preferably on a weekly or biweekly basis. This means checking the accuracy and completeness of the hours recorded, resolving any issues or conflicts, and obtaining the necessary signatures or approvals from your staff and clients. Verifying the hours regularly and promptly can help you avoid delays, disputes, and penalties, as well as improve your cash flow and client satisfaction.

4 Use a staffing agency invoice template

The fourth step is to use a staffing agency invoice template to streamline your invoicing process. A staffing agency invoice template is a pre-designed document that contains the essential information and calculations for billing your clients for the hours of your temporary staff. You can customize the template to fit your branding, rates, and terms, and use it to generate invoices quickly and easily. Using a staffing agency invoice template can save you time, money, and hassle, as well as reduce errors and confusion.

5 Review and update your records

The fifth step is to review and update your records regularly to ensure they are accurate, consistent, and compliant. You should keep track of the hours of your temporary staff, the invoices you send and receive, the payments you make and collect, and the taxes and deductions you withhold and remit. You should also store your records securely and accessibly, and follow the relevant laws and regulations regarding record-keeping and retention.

6 Seek feedback and improvement

The sixth and final step is to seek feedback and improvement for your time tracking and verification process. You can ask your staff and clients for their opinions and suggestions on how to improve your system, policies, procedures, and templates. You can also monitor your performance and results, such as your accuracy, efficiency, profitability, and customer loyalty. By seeking feedback and improvement, you can enhance your staffing coordination skills and grow your business.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?