How it runs for staffing and recruiting agencies
The value is in seeing that margin fell because two accounts drifted below the markup floor, not just that revenue rose.
What are financial dashboard services?
Financial dashboard services design, build and maintain a visual view of your key financial metrics from your accounting, billing and payroll systems. The provider defines each KPI with you, connects the data, refreshes the figures, and checks that every number ties to the ledger. The result is a page you open any day, not a report you wait for.
What we handle for staffing and recruiting agencies
- Temps on assignment, fill rate and revenue per recruiter from Bullhorn
- Gross margin by client and desk from the reconciled ledger after burden
- DSO by client and the over-60 balance from the weekly aging
- Cost of funding and VMS fees as a percentage of billings
- Cash on hand and a 13-week cash outlook that includes weekly payroll
The KPI that matters here
The dashboard is refreshed weekly for operating metrics and within two business days of each close for financials.
Staffing compliance notes
Multi-state payroll tax
Each state where temps work needs withholding and unemployment registrations, and several states have local income taxes on top. We post payroll by work state, reconcile the liability accounts to the returns your payroll provider files, and flag new work states before the first assignment starts. Your provider files; we keep the books and the reconciliations that prove the filings.
Worker classification
Whether a placed worker is an employee or a contractor depends on control, integration and the applicable federal or state test, and the wrong answer is expensive. We keep W-2 and 1099 spend separate, hold the classification reason with the vendor record, and report 1099 volume monthly so you and your counsel can review it. We give no legal advice on the test itself.
Payroll funding and factoring
Agencies that use a funding partner receive advances on invoices, pay fees, and get reserves released when clients pay. Each of those movements is reconciled to the invoice it relates to and to the bank, so the balance sheet shows the true amount owed to the funder. The funding agreement's reporting requirements are prepared from the reconciled books.
Timesheet-to-invoice controls
The invoice to a client should be provable from approved timesheets, and the payroll should be provable from the same sheets. We keep the three-way match every week, hold client approvals with the invoice, and log corrections with a reason so disputes months later can be settled from the record.
Staffing software we work in
More for staffing and recruiting agencies
Other services for staffing
Frequently asked questions
Which KPIs matter most for a staffing agency?
Temps on assignment, gross margin per client after burden, DSO, cost of funding as a percentage of billings, and revenue per recruiter cover most of what an owner needs each week. Fill rate and time to fill matter for recruiting performance. We start with those and add the metrics your funder or bank asks for.
Can the dashboard include a weekly cash forecast?
Yes, and for a staffing agency it is the most useful part. The 13-week view lists each Friday's payroll, expected client receipts by DSO, funder advances and releases, and tax impounds. It shows how many weeks of payroll the agency can fund on its own and when a large client's late payment will bite.
Where is the dashboard built?
In whichever tool you already use. Many agencies are happy with a one-page report from QuickBooks Online plus a short sheet fed from Bullhorn exports, while others prefer Fathom or a spreadsheet dashboard. We do not sell dashboard software; the accountant maintains the page and explains the movements in a monthly note.
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