How it runs for staffing and recruiting agencies
Your dedicated accountant runs our ReconBot workflow: every payout is matched to the invoices inside it, fees are posted to their own accounts, and any payout that does not tie is logged as an exception with a reason. Gross billings, fees and net cash then agree.
What is payment processor reconciliation?
Payment processor reconciliation is the work of proving that the money a processor or marketplace deposits equals your gross sales less its fees, refunds, chargebacks, reserves and adjustments for the same settlement period. Each payout is broken into its parts and posted so revenue, fees and sales tax are correct and the bank deposit matches to the cent.
What we handle for staffing and recruiting agencies
- Card payments through QuickBooks Payments or Stripe matched to invoices gross to net
- VMS platform payouts tied to the invoices they cover, with the platform fee separated
- Funder reserve releases reconciled net of fees to the assigned invoices
- Card processing fees, VMS fees and funding fees reported by client each month
- Exception log of unmatched payouts with reasons, cleared weekly
The KPI that matters here
Every card, VMS and funder payout is tied to its invoices, with fees separated, within two business days.
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
Payment processor reconciliation in other industries
Frequently asked questions
Why do our billings look lower than what we invoiced?
Because payouts from card processors, VMS platforms and funders arrive net of fees, and posting the net amount as revenue hides the fee inside sales. On $300,000 of monthly VMS billings a 3% fee is $9,000 that should appear as an expense. Reconciling gross to net restores billings and shows the true cost of each channel.
Can you reconcile VMS payments like a processor payout?
Yes, and that is the right way to think about them. Each VMS payout lists the invoices it covers and the fee deducted, so the specialist matches invoice by invoice, posts the fee, and ties the net to the bank. A monthly report shows VMS fees by client, which matters when a program's fee changes at renewal.
How do card payments for perm fees get reconciled?
The card payout is matched to the perm invoice, the processing fee is posted as an expense, and the invoice is closed at gross. Refunds inside the replacement window are traced from the credit to the processor payout that deducted them. Our cash application service covers applying the receipt to the invoice itself.
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