Case Study

Streamlining Contractor Time Management with Bilflo

0 % growth

Increased contractor count

0 + Hours / Week

Hours saved

Introduction

A 60-plus-year-old recruiting & staffing firm specializing in Manufacturing and IT is managing 250 active contractors. Previously, their current tech stack consisted of an older generation ATS, Quickbooks Desktop, and ADP for payroll.

They collected time primarily through VMS time portals (ex. Chronos, Fieldglass), and paper timesheets, and received Excel sheets from their clients. Once time was aggregated, their weekly back office processes would include redundant data entries, tracking down missing timecards and time approvals, and manually creating multiple invoices with supporting timecards.

Each month, the payroll team would require Sales & GP reporting to calculate commissions for their recruiter and sales team. In addition, the management team would require other Business Intelligence such as billable hours, Client GP, Gross Margins, and other relevant KPIs that would require several static spreadsheets.

This is how our team at Bilflo was able to help streamline their back-office operations while adding more value through other automation features. They are currently acquiring another staffing firm and increasing their back office capacity.

Challenges

Complex Time Consolidation: Struggling to merge time records from various sources.
Labor-Intensive Manual Work: 40 weekly hours dedicated to data entry and corrections.
Scalability Constraints: Expansion is limited by back-office labor hours.

Bilflo's Timecard Management Solution

Automated Reminders: Saving administrative time with streamlined timecard submissions.
Direct Expense Reporting: Contractors efficiently manage expenses on timecards.
Customizable Timecards: Accommodating diverse schedules, ensuring labor law compliance.

Impact and Benefits

Labor Reduction: Cut back-office hours from 40 to 25 per week.
Enhanced Contractor Management: Managed 60% more contractors without increasing back office staff hours.
Reduced Errors and Improved Compliance: Significant decrease in data entry errors and adherence to labor laws.

Testimonial

“Implementing Bilflo’s system transformed our operations. It didn’t just make us more efficient; it allowed us to scale our operations effortlessly,” (Kim D. payroll coordinator).