Automation for staffing agencies
Applications, assignment planning and timesheets — the same data three times in three systems.
Does this sound familiar?
The market has been swept clean, yet applications sit for days — because dispatch is worn down between client requests, assignment planning and timesheets. Whoever calls back first gets the applicant.
- Applications come via portals, email and phone and are recorded several times
- Responding to applicants takes too long and costs candidates
- Client requests and available staff are matched in someone’s head
- Timesheets arrive on paper, late or not at all
- Billing and payroll depend on exactly these timesheets
What we actually do
Answer applications immediately
Incoming applications are read, created in applicant management and confirmed within minutes — with the questions still missing for classification.
Fill assignments faster
The client request is matched against available qualifications and a proposal is prepared. Dispatch makes the decision.
Capture timesheets digitally
Recorded at the client instead of on paper, with approval by the hiring business. Missing sheets are noticed before billing, not after.
Prepare billing
Approved hours form the basis for the client invoice and payroll — which are still checked.
Starting point
Automation after process analysis
From application to a billed assignment
This is how the process runs today — and this chain is exactly where automation comes in.
- Application via portal or email
- Extract data and create profile
- Acknowledgement with follow-up questions
- Clarify qualification and availability
- Match against client request
- Plan assignment and temporary agency contract
- Record and approve hours
- Prepare invoice and payroll
Systems typically used here
This is the existing landscape an automation connects to. Listed is what is widespread in this industry — it says nothing about which system you use.
- Industry software such as zvoove, Landwehr or Prosoft
- Applicant management with portal connections
- Time recording at the hiring business
- Payroll with social security reporting
- Job boards and multiposting services
What matters most here
Temporary Agency Work Act, equal pay and maximum assignment period
The German Temporary Agency Work Act sets hard limits: equal pay applies after nine months, and the maximum assignment period with the same client is 18 months. Both must be tracked per employee and hiring business — exceeding them makes the assignment invalid and creates an employment relationship with the client. These deadlines need to be monitored, not just reminded: they are the most expensive mistake in the industry.
Frequently asked questions
May an AI pre-sort applications?
Pre-sorting by objective criteria such as qualification and availability: yes. A rejection decided by a system alone would be problematic under German equal treatment law and is also poor practice. That’s why the system prepares and people decide.
Our clients want their own timesheets.
That stays as it is. What is automated is collecting, reading and assigning — not the client’s form.
Shall we look at your business?
The visibility check shows where you stand in a few seconds. Free, no sign-up.
Check your websiteWorking in Wiesbaden, Mainz, Frankfurt am Main, Rheingau-Taunus-Kreis.
Other industries