What is staffing billing software?+
Staffing billing software automates the timesheet-to-invoice process: it converts approved timesheet hours into client invoices, applying the correct bill rate, overtime rules, markups and client-specific terms. For firms billing through VMS and MSP programs, it also has to separate approved hours from pending hours, catch bill-rate discrepancies and reconcile invoice totals with the accounting system before invoices are released.
How does billing automation reduce invoice errors and rejected invoices?+
Most invoice errors in staffing come from missing or outdated bill rates, unapproved hours, duplicate or correction timesheets and workers who should not be invoiced. einTime checks every billable line against eight invoice validations before the invoice file is generated, audits each bill rate against the last cycle and the contract rate, and reconciles hours and amounts with the accounting system. Invoices go out accurate the first time, so rejected invoices and billing disputes fall and DSO comes down.
Why can't every hour worked be invoiced right away?+
A client invoice may include only hours the client's manager has approved in the VMS. Hours that are worked but still pending approval, or never entered as a timesheet, can't be billed yet, even though the cost of the worker is already committed. einTime tracks them in the Pending & Missing Queue as unbilled hours and unbilled revenue per client, and re-checks the VMS weekly until they are approved and invoiced.
How does staffing billing work with an MSP?+
In an MSP program, the managed service provider runs the VMS, collects timesheet approvals from client managers and often submits invoices to the client on the supplier's behalf, remitting payment net of an MSP fee and sometimes a VMS fee. The billing team still has to confirm that approved hours and bill rates in the VMS match its own records before the cycle closes. einTime collects timesheets from MSP and non-MSP accounts alike and applies the same approval, rate and duplicate checks to both.
What is VMS billing reconciliation?+
VMS billing reconciliation confirms that the hours, bill rates and approval status recorded in a client's VMS — such as SAP Fieldglass, Beeline or Magnit — agree with the staffing firm's own records before the invoice is sent. Mismatched hours or rates are the most common cause of rejected invoices and billing disputes, which delay payment and extend DSO.
How are bill rate errors caught before invoicing?+
Every billable line must carry a bill rate for regular, overtime and double-time hours; missing or zero rates block the line. The billing audit then compares each worker's bill rate with the previous cycle and with the rate agreed in the HRMS at the start of the assignment, so a $100 contract rate recorded as $98 in the VMS is flagged and corrected before the invoice goes out.
How are correction timesheets and duplicates handled?+
Exact duplicate timesheets are collapsed to one record. Correction pairs — for example a 40-hour timesheet reversed by a −40 entry and replaced by a corrected 38 — are netted so that only the corrected hours reach the invoice, instead of all three entries.
Which accounting systems does billing reconcile with?+
einTime generates the invoice upload file for Microsoft Dynamics 365, NetSuite, QuickBooks or Sage Intacct. The accounting system prices each line from hours and bill rates; its output is uploaded back or synced directly, and hours and amounts are compared line by line. The run is released only when both sides balance and a named approver signs off.
Do we need to share billing data to see a demo?+
No. The 30-minute demo walks through a full billing cycle on sample data, configured around the VMS portals, MSP programs and accounting system in use at your firm. No system access or live billing data is required.
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