Even as we operate in the most technologically advanced workforce, manual timesheet processing still represents a norm for far too many in the staffing pay / bill process. While familiar, this often leads to significant administrative burdens, downstream errors, and delays in payroll and billing. The shift toward a digitized, self-service model for timesheet management offers numerous benefits that can address these challenges and improve overall operational efficiency. Here’s a few reasons why staffing agencies should be converting end customers to a digitized model:
Empowering Employees with Self-Service
By digitizing timesheets, the responsibility for time entry shifts from the client or back office to the employees themselves. This empowerment allows for a more direct, error-free entry of work hours and reduces the administrative load on agency staff and clients.
Enhanced Visibility and Tracking
Digital timesheets are stored in a centralized, structured repository rather than scattered across emails and paper forms. This provides greater visibility into the timesheet process for both the agency and the client. Features like audit history and tracking tools ensure transparency and allow for easy monitoring of timesheet statuses and disputes.
Reduced Administrative Burden
With self-service timesheets, the effort required by the agency’s clients to submit times is often also reduced. This streamlined process eliminates the need for clients to facilitate information directly to the agency through various means, thereby cutting down on manual data entry and the potential for downstream errors.
Compliance and Regulation Adherence
If your timesheet product contains a rules engine, automating the application of state and local overtime regulations ensures that timesheets are always compliant with current labor laws, reducing the risk of legal issues and penalties. This automation extends to pay and bill adjustments, where corrections to time entries automatically update both pay and bill transactions.
Operational Efficiencies
The transition to digital timesheets introduces significant operational efficiencies. Automated reminders for missing or unapproved time can replace the cumbersome process of manually chasing down timesheets. Additionally, real-time dashboards and reporting tools help operations teams prioritize and address the most pressing issues.
Increased Accuracy and Reduced Errors
By capturing time more accurately at the source, digital timesheets increase invoice accuracy, which in turn enhances cash flow due to fewer billing discrepancies and lower Days Sales Outstanding (DSO). This accuracy also means fewer adjustments are needed later, reducing the workload on staff.
Streamlined Dispute Management
Handling disputes becomes more manageable with digital timesheets, as there is a clear trail of submissions and approvals. This clarity helps in quickly resolving conflicts and reduces the time spent on dispute management.
Inclusive Options for Diverse Workforces
For verticals where workers have restricted access to phones, computers or the internet while onsite, options such as phone entries, clock systems, or even tablets can be implemented. This ensures that all employees, regardless of their access to technology, can participate in the digital timesheet process.
Comprehensive Process Improvement
Adopting digital timesheets should be viewed as part of a broader effort to improve overall business processes. A detailed process analysis can help identify specific areas where digital timesheets could lead to time savings and efficiency gains. Staffing agencies can map out tasks, track the time taken for each, and plan for a gradual transition to digital methods, ensuring a smooth integration into existing workflows.
A Strategic Imperative for Staffing Agencies
In today’s fast-paced staffing industry, the move towards digitized timesheet management isn’t just a modern convenience—it’s a strategic imperative. By empowering employees with self-service capabilities, enhancing visibility and tracking, reducing administrative burdens, ensuring compliance with regulations, and improving overall operational efficiencies, staffing agencies can streamline processes and minimize errors. Embracing digital transformation isn’t just about keeping up with technological trends; it’s about unlocking new levels of productivity and accuracy that benefit both agencies and their clients. As we navigate an increasingly digital landscape, making the shift to automated timesheet management isn’t just a step forward—it’s a leap towards a more efficient and effective future.
Sean currently serves as the Vice President of PMO and Middle Office Consulting at Newbury Partners. In his role, Sean oversees delivery and execution of large-scale transformation programs which includes Newbury Partners Bullhorn One project portfolio.
With over 15 years of experience in staffing pay bill operations and shared services, Sean’s professional journey has been marked by a commitment to operational excellence and strategic leadership. Sean led the creation of Adecco’s Finance Transformation PMO, overseeing the group’s strategic initiatives related to the Shared Service Centers across the United States, Canada, and Latin America. In that same region, Sean oversaw value realization for Adecco’s global transformation program, ‘Grow Together’. A program that contributed millions, helping the Group exceed the programs financial expectations.
We invite you to learn more about Sean.
About Newbury Partners
Newbury Partners brings years of experience as technology advisors to the Staffing Industry. We specialize in providing tried and true best practice methodologies through every consulting, implementation, reporting and analytics, development, and strategy engagement. Our commitment to our clients is to provide honest and transparent communication to create lifelong partnerships.
For more information, visit www.newburypartners.com.
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