Custom app for hours registration in flexible staffing
Appfront builds apps for hours recording in flexible staffing: the flexible worker records their hours at the workplace, the hiring company's supervisor approves them weekly or rejects them with a reason, surcharges for evenings, weekends and overtime are calculated in line with the applicable collective labour agreement, and the approved hours feed into the staffing agency's payroll and the hiring company's invoice check. So no timesheet goes missing and every invoiced hour has been approved.
What is an hours recording app for flexible staffing?
In flexible staffing, a worker is placed with a hiring company and paid by the staffing agency or payroll organisation. The hours therefore need to be correct in two places: at the hiring company, which approves and pays them, and at the agency, which pays wages and invoices. An hours recording app brings that chain together in one place: the flexible worker records, the hiring company approves, and the agency pays and invoices based on the same approved hours.
Without such an app, the flexible worker fills in a paper timesheet that the team leader signs and that must be handed in on Friday. A lost timesheet means a late wage; a signed timesheet with an error means a correction that takes weeks. The hiring company receives an invoice and has no overview to check it against, and surcharges are calculated by the agency in a way the hiring company cannot verify.
We build custom solutions because the accountability has to fit your situation: which collective agreement or agency pay scale applies and which allowances go with it, how rosters are made, who at the client approves, which system handles payroll, and whether you act as an agency working with many clients or as a client working with many agencies. A generic time registration has no client approver.
Registering on site
The flex worker records start, end and breaks on their phone or at a terminal on site, with the shift and department included. No paper slip to hand in.
Approval by the client
The line manager sees each week's hours for their flex workers, alongside the roster, and approves or rejects with a reason. Deviations from the roster stand out.
Payroll and invoicing
The approved hours, with allowances calculated, go to payroll and invoicing. The client checks the invoice against the same approved hours.
How we build your app for timesheet accountability in flexible staffing
We start with last week's paper timesheets: how many there were, how many came in late, and how many had to be corrected afterwards.
Which collective agreement or agency pay scale applies, which allowances and overtime rules, how rosters are made, who approves, and which systems handle payroll and invoicing.
The flex workers, clients, departments and approvers in the app, with rosters as the basis for checking.
On-site registration, weekly approval by the client with rejection and reason, and the calculation of allowances.
The integration with payroll and invoicing, invoice checking for the client, reporting, and then management and new clients.
What a timesheet app for flexible staffing actually does
The components below come up in almost every flexible staffing arrangement. Which ones you need depends on whether you are the agency or the client, and on how you currently process hours.
Time registration
Start, end and breaks per shift on phone or terminal, with location and department, and corrections by the flex worker before submission.
Weekly approval
A weekly overview per approver of their flex workers, alongside the roster, with approve or reject per day and a reason for rejection.
Allowance calculation
Allowances for evenings, nights, weekends, public holidays and overtime, according to the rules that apply to the role and the client.
Roster alongside hours
Differences between roster and recorded hours visible to the approver, so they know where to look.
Payroll and invoicing
Approved hours with allowances sent to the payroll system and invoicing, without manual re-entry.
Invoice check
For the client: the agency's invoice next to the approved hours and the agreed rates, with discrepancies highlighted.
Who we build a timesheet app for flexible staffing for
The app is intended for organisations where flexible staffing is a standard part of operations and where hours are currently recorded on paper or in separate portals.
Staffing agencies
Many flexible workers across many clients. Weekly approval by the client and the integration with payroll are the core.
Payroll companies
Payroll for clients who recruit directly. The allowance calculation under the agency pay scale matters most.
Secondment agencies
Professionals on longer assignments. Weekly approval and invoicing on approved hours are what's needed.
Clients with many flex workers
Manufacturing, logistics or healthcare with multiple agencies. On-site registration and invoice checking are the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page is about the hours of flexible workers. For the agency as a whole, see our page on temp agency software; for secondment with rate agreements, see our page on secondment hours and rate agreements; and for time registration in general, see our page on time registration software. You can read about our approach at custom software development.
For hours that need to go straight from an app or portal to Easyflex, see our page on an Easyflex integration.
Why choose Appfront for your flex workforce timesheet app?
An unapproved hour should not appear on the invoice, and an approved hour should reach the payslip on time. We build on that: one set of hours shared by client, agency and flex worker.
No more paper timesheets
The flex worker logs their hours on site, and the client approves them digitally. Nothing gets lost, and wages are paid on time.
Traceable allowances
Calculations follow the rules that apply to the role, and the client can see how each allowance is built up.
The invoice matches the hours
The client checks the invoice against the hours they have already approved. Any discussion is about discrepancies, not the entire invoice.
Security and privacy in a flex workforce timesheet app
The app holds personal data of flex workers, working hours, rates and pay details. Access is set per role: the flex worker sees their own hours, the approver sees their team, and the agency sees its flex workers per client. Every registration, correction and approval is logged with name and time.
The app runs in a European data centre, with encrypted storage and daily back-ups. Location data captured at registration is used only if agreed with you and is not kept longer than necessary. Integrations with payroll and invoicing use their own keys.
Frequently asked questions about a flex workforce timesheet app
Questions agencies and clients ask before getting started.
It lets flex workers record their hours on site, lets the client approve or reject them weekly with a reason, calculates allowances and overtime according to the applicable rules, and passes the approved hours on to payroll and invoicing, with an invoice check for the client.
The allowances that apply to the role and the client: evening, night, weekend, public holidays and overtime, according to the collective agreement or the client's rates. We define those rules together with you, and they are updated when the collective agreement changes.
The approver at the client receives a weekly overview, in the app or via a link, and approves or rejects it. That is all they need to do. For clients with many flex workers there is also the invoice check.
A correction after approval goes back to the approver and is recorded with a reason. In payroll and invoicing it appears as a correction line, so it is clear what has changed.
Yes. Approved hours, including allowances, go to the payroll system you use and to invoicing. Which system that is determines what the integration looks like; we'll review that in the first step.
Yes. As a client, all your flex workers are registered in the same app, regardless of agency, and each agency receives the approved hours of its own people. You check every invoice against the same hours.
Check that first. Many staffing systems have an hours portal, and that is enough if your clients use the portal and the allowances are simple. Custom development makes sense if flex workers need to register on site, if allowances differ per client, or if clients working with several agencies want one approval method.
No more timesheets on paper, and an invoice that matches the hours?
Tell us whether you are an agency or a client, how many flexible workers are involved, which collective agreement applies and which payroll system you use. We'll show you what registration, approval and the payroll integration would look like.