Track Time. Get Paid. Automatically.
Stafy.ai simplifies two of the most critical components of staffing operations — time tracking and invoicing — by turning them into seamless, intelligent, and audit-ready workflows.
Stafy.ai’s Time Tracking & Invoicing module was built to automate everything from time capture to collections — across employees, contractors, and clients.
Whether you're managing 10 job orders or 1,000, Stafy ensures that every hour is tracked, every invoice is accurate, and every payment is accounted for — without the usual back-office burden.
Built for staffing firms that want accurate time, faster billing, and zero back-office chaos.
🧠 Problem We Solve
“Every hour tracked manually is a revenue opportunity at risk.”
Most staffing teams still chase timesheets, enter hours twice, and fix invoicing errors. This delays payroll, frustrates clients, and blocks growth.
Common pain points:
- Late or missing timesheets
- Manual approvals via email
- Invoicing errors and disputes
- Disconnect between time, pay, and billing
- Poor visibility into client-level margins
⏱️ Smart Timesheet Logging
- Daily/weekly entries via desktop or mobile
- Auto-reminders and calendar integration
- Role-based visibility for recruiters and managers
✅ Multi-Level Timesheet Approvals
- Custom approval chains (e.g., recruiter > client > finance)
- Auto-escalation and approval timeouts
- Email + in-app notifications
🔄 Payroll-Integrated Time Sync
- Approved hours flow directly into Stafy Payroll
- One source of truth — no double data entry
- Support for contractors, W2, and multi-state taxes
📤 Auto-Generated Invoices
- Invoices created from approved hours or flat-rate contracts
- PDF and branded template options per client
- Auto-numbering, due dates, and terms
💲 Flexible Bill Rate Logic
- Set hourly, daily, flat, or milestone-based billing
- Custom rates by client, role, recruiter, or assignment
- Handles OT, double time, weekend surcharges
🔗 Accounting System Integration
- Native QuickBooks and Xero sync
- Export-ready CSV for ERP or finance tools
- Payment status reflected back into Stafy
💸 Collections & A/R Tracker
- Real-time aging buckets (30/60/90+)
- Trigger reminders, follow-ups, or escalations
- See which clients pay slow — or fast
🔍 Audit Trail & Change Logs
- Every action logged: submissions, edits, approvals, invoices
- Filterable logs by user, date, project, or client
- Fully audit-ready with version control
📈 Strategic Impact (Why Stafy Wins)
⏳ Reduce payroll + invoicing prep by 60%
💰 Get paid 2x faster on average
❌ Eliminate 95% of manual time entry errors
📊 Live margin tracking by recruiter, client, or job order
💬 FAQ Highlights
Yes, time can be logged manually or auto-tracked, and approved by managers before invoicing or payroll.
Invoices are auto-generated based on time entries, placements, or fixed project rates — and can be exported to PDF or synced with QuickBooks.
Yes, managers can approve, reject, or flag timesheets in bulk by role, project, or date.
Once approved, it automatically flows into invoicing and payroll modules — ensuring zero duplication or delay.
Absolutely — billing rules can be set per client or job (e.g., weekly, biweekly, per milestone).
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