This guide explains how recruitment agencies can manage day-rate contractors, monthly timesheets, and client billing using ATZ CRM.

The workflow mirrors how most temp agencies already operate – just digitised.

1. Core Structure (Understand This First)

ATZ CRM uses five layers:

Job  
 → Contract  
   → Shifts  
     → Daily Timesheets  
       → Monthly Timesheets  
         → Invoice

Each layer has one clear purpose:

2. Creating a Contract (Commercial Setup)

A Contract represents the commercial agreement with the client.

Steps to create a Contract:

a.  Create a Job 

Related Article: https://atzcrm.freshdesk.com/support/solutions/articles/1060000095519-add-a-job-manually-in-atz-crm 

b. Open the Job Detail Page and click on the "Contracts" Tab

c. Click on "Add Contract" button 

What you define

• Name

• Schedule 

• Pay rate (what you pay contractor)

• Bill rate (what client pays)

• Currency

• Start & end date

• Working days (e.g. Mon–Fri)

• Start/end time

• Headcount required

Why contracts matter

• Rates stay consistent

• Margin is calculated automatically

• Monthly billing becomes simple

3. Shifts (Daily Work Planning)

Shifts are automatically generated from the contract.

Example

Contract says:

• Mon–Fri

• 9am–6pm

System generates:

• One shift per working day

Each shift:

• Belongs to the contract

• Can have multiple candidates booked

• Has its own status (Open / Completed)

- You can click on Contract Name to view all the Shifts

Check this article to know more about Job Shifts, Booking Candidates and Daily Timesheets: 

https://atzcrm.freshdesk.com/support/solutions/articles/1060000152129-managing-shifts-timesheets-for-temporary-contract-recruitment

4. Booking Candidates to Shifts

Recruiter:

• Opens a shift

• Books one or more candidates

Rules:

• No double booking

• Headcount enforced

• One shift → multiple candidates allowed

5. Completing a Shift

After work is done:

• Recruiter marks shift Completed

• This creates "Draft" timesheets

Why:

• Prevents early submissions

• Confirms work happened

6. Daily Timesheets (Candidate Entry)

Once shift is completed:

• System creates draft timesheets

• Candidate logs into Candidate Portal

• Enters:

  • Actual start time

  • End time

  • Total hours

• Clicks Submit

Controls:

• Candidate cannot submit before completion

• Cannot edit after submission unless rejected

7. Monthly Timesheets (Client Approval View)

Instead of approving 20 daily sheets, clients approve one monthly summary.

What a Monthly Timesheet Shows

Per candidate:

• Days worked

• Work dates

• Bill rate

• Total bill amount

• Status

Recruiter View

Contract → Monthly Timesheets tab

Table:

• Candidate

• Period

• Days worked

• Bill amount

• Status

- To open Monthly Timesheet Summary for a Contract:

a. Visit the Contracts Tab in Job Detail Page. 

b. Click on the "Timesheets" button for a Contract. 

c. All completed Job Shift Bookings will be displayed for a month . 

- You can filter booking via Month. 

- For a candidate, you can Approve/Reject all the timesheets for a month 

- You can download the Timesheet Summary for a Candidate. 

- For all the Approved Timesheets, you can Download an Invoice.  

Timesheet Summary:

 Invoice: 

8. Client Approval

When ready:

• System emails client

• Includes:

  • Monthly summary

  • Approve / Reject buttons

• No login required

Client can approve:

• From phone

• From anywhere

• Even if different person signs each month

Status updates:

• Pending → Approved / Rejected

9. Downloadable Timesheet PDF

Recruiters can download:

• Timesheet Summary PDF per candidate

Used for:

• Audit

• Client records

• Back-office uploads

⚠️ This is NOT an invoice.
It is proof of work.

10. Monthly Invoicing

Once monthly timesheets are approved:

• Recruiter generates one invoice per contract

• Invoice includes:

  • All candidates

  • All approved time

  • Rate × days calculation

Standard Invoice Includes

• Client details

• Billing period

• Line items per contractor

• Subtotal

• Tax

• Total payable

• Payment terms

11. Margin Visibility

System automatically calculates:

• Pay total

• Bill total

• Gross margin

• Margin %

Visible at:

• Contract level

• Monthly level
  

No spreadsheets needed.

12. Common Scenarios & How ATZ Handles Them

Multiple candidates on same contract

✔ Each candidate tracked separately
✔ Approved individually
✔ Billed together

No-show

✔ Mark no-show
✔ No timesheet
✔ No billing

Candidate leaves early

✔ Candidate enters actual hours
✔ Client approves adjusted amount

Client rejects timesheet

✔ Status → Rejected
✔ Candidate resubmits
✔ Full audit trail

13. Why This Works for Temp Agencies

• Mirrors paper workflow

• Monthly approval (industry standard)

• No forced portals

• Strong audit trail

• Clear margin tracking

• Built specifically for contract staffing

Final Summary

With ATZ CRM you:

1. Create a contract

2. System generates shifts

3. Candidates submit hours

4. Client approves monthly

5. You generate invoice

6. Margin calculated automatically

No spreadsheets. No paper. No confusion.