Managing Contracts, Shifts, Timesheets & Invoicing (For Temp Recruiters)

This guide explains how recruitment agencies can manage day-rate contractors, monthly timesheets, and client billing using ATZ CRM.

The workflow mirrors how most temp agencies already operate – just digitised.

1. Core Structure (Understand This First)

ATZ CRM uses five layers:

Job → Contract → Shifts → Daily Timesheets → Monthly Timesheets → Invoice

Each layer has one clear purpose:

Layer Purpose Job Role + client context Contract Commercial agreement (rates, duration) Shifts Daily work schedule Daily Timesheets Actual hours worked Monthly Timesheets Client approval Invoice Billing document

2. Creating a Contract (Commercial Setup)

A Contract represents the commercial agreement with the client.

Steps to create a Contract:

a. Create a Job

Related Article: Add a Job Manually in ATZ CRM

b. Open the Job Detail Page and click on the ” Contracts ” Tab

c. Click on ” Add Contract ” button

What you define

Name
Schedule
Pay rate (what you pay contractor)
Bill rate (what client pays)
Currency
Start & end date
Working days (e.g. Mon–Fri)
Start/end time
Headcount required

Why contracts matter

Rates stay consistent
Margin is calculated automatically
Monthly billing becomes simple

3. Shifts (Daily Work Planning)

Shifts are automatically generated from the contract.

Example

Contract says:

Mon–Fri
9am–6pm

System generates:

One shift per working day

Each shift:

Belongs to the contract
Can have multiple candidates booked
Has its own status (Open / Completed)
You can click on Contract Name to view all the Shifts

Check this article to know more about Job Shifts, Booking Candidates and Daily Timesheets:

Managing Shifts & Timesheets for Temporary & Contract Recruitment

4. Booking Candidates to Shifts

Recruiter:

Opens a shift
Books one or more candidates

Rules:

No double booking
Headcount enforced
One shift → multiple candidates allowed

5. Completing a Shift

After work is done:

Recruiter marks shift Completed
This creates ” Draft ” timesheets

Why:

Prevents early submissions
Confirms work happened

6. Daily Timesheets (Candidate Entry)

Once shift is completed:

System creates draft timesheets
Candidate logs into Candidate Portal
Enters:
Actual start time
End time
Total hours
Clicks Submit

Controls:

Candidate cannot submit before completion
Cannot edit after submission unless rejected

7. Monthly Timesheets (Client Approval View)

Instead of approving 20 daily sheets, clients approve one monthly summary.

What a Monthly Timesheet Shows

Per candidate:

Days worked
Work dates
Bill rate
Total bill amount
Status

Recruiter View

Contract → Monthly Timesheets tab

Table:

Candidate
Period
Days worked
Bill amount
Status

- To open Monthly Timesheet Summary for a Contract:

a. Visit the Contracts Tab in Job Detail Page.

b. Click on the ” Timesheets ” button for a Contract.

c. All completed Job Shift Bookings will be displayed for a month.

You can filter booking via Month.
For a candidate, you can Approve/Reject all the timesheets for a month
You can download the Timesheet Summary for a Candidate.
For all the Approved Timesheets, you can Download an Invoice.

Timesheet Summary:

Invoice:

8. Client Approval

When ready:

System emails client
Includes:
Monthly summary
Approve / Reject buttons
No login required

Client can approve:

From phone
From anywhere
Even if different person signs each month

Status updates:

Pending → Approved / Rejected

9. Downloadable Timesheet PDF

Recruiters can download:

Timesheet Summary PDF per candidate

Used for:

Audit
Client records
Back-office uploads

⚠️ This is NOT an invoice. It is proof of work.

10. Monthly Invoicing

Once monthly timesheets are approved:

Recruiter generates one invoice per contract
Invoice includes:
All candidates
All approved time
Rate × days calculation

Standard Invoice Includes

Client details
Billing period
Line items per contractor
Subtotal
Tax
Total payable
Payment terms

11. Margin Visibility

System automatically calculates:

Pay total
Bill total
Gross margin
Margin %

Visible at:

Contract level
Monthly level

No spreadsheets needed.

12. Common Scenarios & How ATZ Handles Them

Multiple candidates on same contract

✔ Each candidate tracked separately ✔ Approved individually ✔ Billed together

No-show

✔ Mark no-show ✔ No timesheet ✔ No billing

Candidate leaves early

✔ Candidate enters actual hours ✔ Client approves adjusted amount

Client rejects timesheet

✔ Status → Rejected ✔ Candidate resubmits ✔ Full audit trail

13. Why This Works for Temp Agencies

Mirrors paper workflow
Monthly approval (industry standard)
No forced portals
Strong audit trail
Clear margin tracking
Built specifically for contract staffing

Final Summary

With ATZ CRM you:

Create a contract
System generates shifts
Candidates submit hours
Client approves monthly
You generate invoice
Margin calculated automatically

No spreadsheets. No paper. No confusion.