For procurement

Every provider, cost and record under control – without Excel

Pactos brings staffing requests, approvals, records and billing into one system – with reporting per provider, site and cost center.

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Everyday reality The modules What changes Frequently asked questions

Companies that run their external workforce with Pactos

Vaillantunique PersonalserviceVolvoKNUTH WerkzeugmaschinenNoerpel GruppeHive TechnologiesManpowerSCS Supply Chain StaffingBürgerTalent Spring Expertum
Everyday reality

Five points where procurement loses the overview

  1. No register
  2. Costs unclear
  3. Every site different
  4. Approvals by email
  5. Invoice without evidence
Without Pactos

The list of providers is incomplete

Providers are spread across sites, entities and departments. Who is active where, which framework agreement applies and on what terms the work is done often sits in several files and in the heads of individuals.

With Pactos

One register for every provider

Every provider with site, entity, framework agreement and status in one place. New vendors go through the same approval route instead of a local arrangement.

Without Pactos

External personnel costs cannot be evidenced at short notice

What the external workforce cost last quarter often has to be pieced together from orders, hour lists and invoices. By the time the figure is settled, it is usually out of date.

With Pactos

The figure is there when you need it

Volume and costs can be analyzed at any time by provider, site, cost center and period. That way the monthly review and the next rate negotiation work from the same basis.

Without Pactos

Every site orders by its own logic

Every site orders differently: by phone, by form or through a Master Vendor. That removes comparability, and central rules are not applied the same way everywhere.

With Pactos

One process everybody uses

Templates adapt to role and site, requests go specifically to the right providers, and the process stays the same everywhere. Deviations become visible instead of turning into everyday practice.

Without Pactos

Approvals run through inboxes

Extensions, surcharges and special cases often run by email. Afterwards it is hard to trace who approved what. And if the responsible person is away, the case quickly stalls.

With Pactos

Approvals with a documented trail

Approvals run directly in the system, with clear responsibilities, deputies and deadlines. Later it is traceable at any time who approved what, without digging through old emails.

Without Pactos

Invoice, service and approval do not match

Consolidated invoices with hundreds of line items are often only checked by sampling. Wrong hours, wrong surcharges or unapproved assignments easily go undetected and get paid.

With Pactos

Verified before anything is paid

Order, timesheet and invoice are reconciled directly against one another. Discrepancies in hours, surcharges, rates or cost centers surface before the invoice is paid.

Your area of responsibility

Four tasks procurement is ultimately answerable for

The four tasks belong together. Without a clean provider register there is no overview of costs; without a clear approval process there is no basis for reliable invoice verification. Pactos brings it all together in one system.

Vendor management

RegisterFramework agreementsProvider groupsPerformance

Selecting, connecting and continuously rating the staffing providers, often several per site and shift.

What matters

Comparable metrics per provider: response time, fill rate, no-shows, quality of records.

Terms and volume

Hourly ratesSurchargesCollective agreementsBundling

Negotiate prices centrally and apply them across every site, instead of working with arrangements that just grew.

What matters

Solid actual figures before the meeting, and a system that actually applies the terms you negotiated.

Request and approval

RequestsApproval stagesExtensionsDeputies

From the staffing request to the assigned worker, everything runs through one clear process, including the approvals your company requires.

What matters

That the route is the same everywhere and the approval stays evidenced later, even after someone changes jobs.

Records and audit

Temporary staffing licenseClearance certificatesEqual PayMaximum duration

The obligations the company is liable for in an audit, not the provider.

What matters

A complete, documented history instead of a sample. And a warning before the date, not during the audit.

The modules procurement works with

Every module is part of the standard. These six matter most for procurement, and each one leads to the full description.

Requests and guided buying Raise a staffing request, distribute it to provider groups in stages, keep orders with status and approval. Analytics Analyze volume, costs and provider performance per site and cost center, as the basis for negotiation. Billing and invoice verification Map surcharges, collective agreements and cost centers, check the invoice against order and record. Compliance check Temporary staffing license to the day, clearance certificates retrieved and checked automatically. Timesheets Capture and approve hours digitally: the basis for the invoice being right. Shift planning See where demand arises before the department reports it as an escalation.
The view from the Pactos platform for the highlighted module.
The view from the Pactos platform for the module highlighted at the time.

The decision does not rest on you alone

The external workforce touches several areas at once. Each has a different view of the process and different day-to-day requirements.

Operations

Shifts and times

Fill open shifts faster, capture hours digitally, check records before the gate.

 HR

Headcount, deadlines, records

Headcount, deadlines and records for the external workforce, from onboarding to offboarding.

 Finance

Invoices and costs

Check consolidated invoices against order and record, analyze costs per cost center.

Four things that run differently after the rollout

One figure instead of a collection

External personnel costs can be analyzed directly by provider, site and period. Everyone works from the same basis, without piecing figures together from different lists.

A better negotiating position

Anyone who knows volume, response times and no-shows per provider goes into the conversation on a completely different footing. Only once the data is visible can volume be bundled deliberately and negotiated better.

One process across every site

Request, approval and order run the same way everywhere. Local exceptions stay possible but are recognizable as deviations.

Audit readiness without a special project

Records, approvals and billing sit complete and versioned in one place. In an audit the right documents are available immediately, instead of having to be gathered first.

What customers achieve with Pactos

70 % less administrative work when requests, approvals and assignments run centrally through Pactos instead of through inboxes and lists.
20 % fewer errors in invoices, because order, timesheet and invoice line hang together.
> 5.000 staffing providers in the network, for demand at sites where your regular vendor cannot deliver.
FAQ

The questions procurement asks first

Does this fit our special processes?
We examine that against your process, not against a standard demo. A use-case demo tailored to your real workflows, sites and provider groups makes sense. Exceptions stay possible; they just become visible.
Is Pactos enterprise-ready?
ISO 27001, GDPR and hosting in the EU. Plus references, security and data protection documents, an implementation plan and a clear project structure. Details on data security →
Will our providers go along with it?
Connecting the providers is a work stream of its own, with communication, training and support, and we take it on. For the provider the effort drops, because records and times no longer have to go into every client portal separately.
How much work is the rollout?
We recommend a tight pilot scope: one site or one provider group, eight to twelve weeks, with success criteria agreed up front. Setup and configuration run on our side.
Do we need IT for this?
Not to start. Pactos runs as SaaS; we involve IT and data protection early and provide the data processing agreement, security information and the integration overview. Interfaces to HR, payroll and ERP systems are possible but not a precondition for starting.
Does it pay off?
The business case is calculated with your figures, not ours: effort for approvals, invoice verification, hunting for records, coordination and reporting. The ROI calculator shows the order of magnitude up front, the pricing model is set out separately.
Does Pactos belong to a staffing provider?
No. Pactos is a 100% independent software vendor and supplies no personnel itself. So there is no interest in which of your providers wins the work: requests go to all of them by the same logic, and the scorecard rates them all by the same criteria.
Does the works council have to agree?
Systems that allow behavior or performance to be monitored are subject to co-determination (§ 87 (1) no. 6 BetrVG, German Works Constitution Act). Involve the body early, not just before signing: we provide the documents for it. In our experience the works council is the more frequent late blocker, not IT.

What procurement works with at Pactos

Vendor Intelligence

The VMS for the external workforce: staffing requests, providers, assignments, times and billing.

Compliance Intelligence

Retrieve and check your providers' documents and certificates automatically.

Tender Intelligence

Run a tender and compare when a site needs new providers.

Workforce Intelligence

Ask questions about assignments, records and costs in plain language.

Keen to make your sourcing process more efficient?

In a joint call we show you which steps cost time today and how they can be improved

Book a call