Healthcare Staffing Agencies
Timesheet to payroll to client invoice: where do the numbers diverge?
Temporary shift workers, ward supervisor sign-offs, dynamic overtime bands, and disparate invoice formats create costly manual reconciliation bottlenecks every Monday.
Architecture of a Bounded Staffing Workflow
Strict 4-stage pipeline1. InputsTimesheet submissions, ward roster exports, signed physical timesheet scans, and hospital trust job references.
2. Rules EngineApplies trust-specific rate matrices, night premiums, Sunday increments, and maximum allowable shift caps.
3. Human Approval GateOperations lead reviews highlighted line-by-line variances before any payroll batch is released.
4. OutputDispatches clean payroll instructions to bank/BACS and generates itemised client invoices with full audit trace.
What We Need to Scope It
To confirm feasibility and quote a fixed-price Workflow Pilot, we require:
- ✓One Sanitized Export: A single sample timesheet batch with staff names and patient details scrubbed or replaced with fake placeholders.
- ✓Rate Rules Summary: A short document or spreadsheet outlining your overtime, weekend, and holiday rate formulas.
- ✓Target Output Spec: The target CSV or API schema required by your payroll or accounting software.
What This Workflow Is Not
We maintain strict compliance and technical boundaries:
- ×Not PHI / Clinical Data: We handle only financial operational timesheets and shift metadata. We do not store patient clinical records.
- ×Not an Untracked Black Box: The system never approves payroll automatically. Consequential actions require explicit human sign-off.
- ×Not a Shared SaaS: You own the code and run it directly on a private Linux instance you manage.
Ready to Reconcile Your Timesheets?
Book a free 15–20 minute Fit Call. We will discuss your current staff roster volume and review sample rate structures without touching live patient data.