Pactos links the purchase order, the timesheet and the invoice line to one another and shows every discrepancy before payment.
Companies that run their external workforce with Pactos
A consolidated invoice often covers many people, weeks and sites. Checking every line individually is barely feasible, so it usually stays at spot checks.
Purchase order, approved timesheet and invoice line belong together directly. Only the lines where something does not add up have to be checked.
Night work, Sundays, public holidays and overtime follow fixed rules. The premiums are usually calculated by the provider, and a wrong rate is easy to miss in the total.
Premiums, collective agreements and agreed rates are stored in the system. If an invoice line deviates from them, that shows up before payment.
Extensions and additional assignments are often agreed verbally and billed later. Whether they were actually approved is hard to reconstruct after the fact.
For every assignment it is documented who approved it, when and at what stage. If an approval is missing, that becomes visible directly during the check.
At month end, reclassifications arise because assignments were booked to the wrong cost center. That costs time in accounting and makes clean reporting harder.
Cost center and site are stored directly on the assignment and carried into billing automatically. That makes reclassifications the exception.
What the external workforce costs per site, entity or period often has to be gathered from several sources. By the time the figures are reconciled, the current position has long moved on.
Volume and costs can be analyzed directly by cost center, site, provider and period. Close, forecast and negotiation then work from the same data basis.
For finance, the external workforce is rarely a process of its own, but often a source of errors of its own. The main tasks all draw on the same data.
Consolidated invoices with many lines have to be reconciled against the purchase order and the records, often under considerable time pressure.
The check concentrates on real discrepancies instead of random samples.
Every hour worked has to be allocated to the right cost center, even when assignments run across several areas.
The cost center is set on the assignment itself and does not have to be corrected later through reclassifications.
Hours worked but not yet billed have to be valued and accrued to the right period.
Even before the invoice, you can see what volume to expect in the current month.
External personnel costs have to be explained in a way that management and the departments can follow.
Everyone involved works with the same figures and the same current position.
Every module is part of the standard. These six are particularly relevant for finance, and each one leads to the full description.
The external workforce touches several areas at once. Each has a different view of the process and different day-to-day requirements.
All providers in view, reliable costs and one consistent process across every site.
OperationsFill open shifts faster, capture hours digitally and check records in good time before the assignment.
HRKeep external workers, deadlines and records in view, from onboarding to offboarding.
The check shows only the discrepancies between purchase order, record and invoice. What is correct needs no further attention.
Cost center and site are stored directly on the assignment. What is allocated correctly from the start does not have to be corrected later.
Approved hours show what volume to expect in the current month before the invoice arrives. Cut-off and forecast are then based on current data instead of estimates.
Procurement, the department and finance see the same position. That way the discussion is about decisions and not about which figure is right.
The VMS for the external workforce: staffing requests, providers, assignments, times and billing.
Retrieve and check your providers' documents and certificates automatically.
Run a tender and compare when a site needs new providers.
Ask questions about assignments, records and costs simply in natural language.
In a joint call we show you how to keep track of invoices and wages.
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