Countless Excel lists, information in five places, constant queries from clients and suppliers – and in the end the responsibility still rests with the master vendor or onsite manager. At the Business Boost of the German Staffing Association (GVP), Pactos founder Antonio Zill spoke openly about these pain points from practice and showed how staffing providers can regain control in the master vendor model.
The Business Boost is the GVP's online series in which supporting members present their solutions. Pactos took part as a supporting member for the second time – this time under the title „Chaos in the master vendor? Managing complex projects efficiently with AI".
Three pain points from practice
- Lack of transparency: Assignment data, availability and demand sit in separate lists; KPIs and deadlines are not available in real time.
- Heavy coordination effort: Inbox ping-pong and phone cascades, several rounds for simple clarifications between departments, procurement and co-suppliers.
- Manual processes: Onboarding documents, contracts and paperwork are checked by hand, reports laboriously pulled together from different sources.
Behind this lie structural causes: no central management and data architecture for external workers, no end-to-end digital process chain from demand to invoicing, and no standardized reporting logic. The consequences range from dependencies on individuals to liability risks in audits.
Regaining control
The way out is a shared digital platform for the staffing provider and the client company: a vendor management system brings demand, matching, assignment, invoicing and reporting together in one place, connects applicant tracking, ERP and time recording on both sides, and turns the master vendor into a strategic partner instead of a firefighter.
Using three examples from Pactos, Antonio Zill showed how AI-supported approaches deliver this in everyday work:
- Smart demand requests with AI-supported candidate selection, automatic duplicate and blocklist checks and direct involvement of the providers
- Applicant management with all candidate requests and deployed staff in one place, digital signature and checklists for onboarding and offboarding
- Invoice verification with individual approval flows and automatic detection of wrong amounts, duplicate invoices and format errors
The goal: managing large-scale projects more efficiently, more reliably and at scale – structured instead of improvised.
Further reading
The talk followed the same thread as Antonio Zill's appearance at the STAFFINGpro online conference. The detailed summary with the most frequent questions is available as a webinar recap.
Pactos thanks the GVP for the invitation to the Business Boost and all participants for their questions and the exchange.