Profile
The starting point
Unique Personalservice is the Master Vendor for a large logistics group and fills industrial and technical positions there, such as forklift drivers and warehouse workers. In this role, Unique manages not only its own workers but also numerous downstream staffing providers, many candidates and a large number of contacts on the customer side.
High turnover and large volumes mean a lot of administration. Contracts were created by hand, printed, signed and scanned back in, and data sat in separate systems. Anyone needed at short notice for an assignment the next morning first had to come into the office to sign.
The customer, on the other hand, expects speed, legal certainty and an up-to-date overview at all times. Unique was therefore looking for a solution that maps the entire process digitally: from the request through the contract to the invoice.
Why Pactos
Speed and legal certainty only go together with end-to-end digital processes. Three points tipped the decision in favor of Pactos.
Everything in one place
The customer, Unique and all co-suppliers work on the same platform. Requests, profiles, assignments and invoices no longer run through email, phone and Excel but come together in one place. This way, Unique keeps a full overview at all times as the Master Vendor.
Up and running fast
Pactos connects to existing systems through standardized interfaces. Instead of an IT project lasting months, a focused rollout was enough, without disrupting day-to-day business.
AI and automation in the process
Paco, the Pactos AI assistant, helps select candidates, checks profiles against duplicates and blocklists and reviews invoices before they are paid. Automated workflows monitor deadlines and send reminders about missing documents.
The solution
Unique as the Master Vendor, Pactos as the platform: Unique is responsible for filling positions, managing co-suppliers and looking after the customer. Pactos provides the platform for this, with eight modules in daily use:
- Guided buying: The customer submits its staffing request and orders through a clear approval path.
- Candidate management: AI-assisted selection with duplicate and blocklist checks. The customer gives feedback directly in the system.
- Assignment management: All requests and assignments at a glance, with digital contracts, legally compliant e-signature and checklists for onboarding and offboarding.
- Shift planning: Plan and adjust rosters and shift schedules clearly.
- Timesheets: Capture and approve working hours digitally.
- Invoice preview: Check invoices with AI support before they are paid.
- Document storage: All documents and records centrally in one place.
- Real-time analytics: Analyze costs, utilization and provider performance live.
Digital contract cycle: Staff leasing contracts go to the customer via Pactos and are signed digitally in a legally compliant way. Briefings and records are fully documented along the way.
Records always up to date: With Compliance Intelligence, Unique keeps track of the staffing providers’ documents and deadlines. Missing or expiring documents trigger automatic reminders.
The results
Away from paper and separate systems, toward an end-to-end digital process: this shows in clear numbers and in the recruiters’ daily work.
73% time saved. Across all processes, Unique saves 73% of the time. This gives the recruiting team more room for what matters: personal contact with customers and workers.
20% fewer errors in invoices. Every invoice is checked before it is paid. Because hours, assignments and billing share the same data, discrepancies stand out immediately.
15% faster placements. Contracts land on workers’ smartphones at the push of a button. They sign digitally, and recruiters see in real time that the assignment is filled in a legally compliant way.
Transparent and compliant. The status of signatures and deadlines is visible at any time. Costs for postage, paper and archiving are almost completely eliminated.
What has changed
The key changes at a glance.
| Area | Before | With Pactos |
|---|---|---|
| Co-suppliers | Many staffing providers across many channels | All on one platform, managed centrally |
| Contracts | Print, sign, scan | Digital with legally compliant e-signature, straight to the smartphone |
| Deadlines & records | Tracked by hand | Monitored automatically, with reminders for missing documents |
| Candidate management | Spread across many contacts | Central, with digital responses from the customer |
| Invoices | Checked manually and error-prone | Checked in advance, 20% fewer errors |
| Overview | No up-to-date overview of assignments | Status, deadlines and KPIs in real time |
Outlook
Unique is consistently developing its role as Master Vendor digitally. The roles are clearly divided: as the staffing expert, Unique brings its knowledge of people, assignments and its customers’ requirements; as the technology partner, Pactos brings the platform and the AI behind it.
Next, AI is set to analyze documents even more intelligently and match candidate profiles even more precisely to the requirements of each assignment. Whatever proves itself in daily work goes straight into further development.
The shared goal: staffing services that are faster, more transparent and compliant. That leaves more time for what counts: advice, placement and the people on assignment.
„Unique shows what a modern Master Vendor can achieve today: the customer, co-suppliers and workers all work on one platform, and contracts are signed at the push of a button. The Unique team knows the people and the assignments; we deliver the technology and the AI behind it.“