Vendor Intelligence A VMS for end-to-end management of your external workforce

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The situation today

External staffing costs can only be managed when the data is complete

Many companies still manage their providers with Excel, phone calls and paper. As volumes grow, reviews come up or billing gets more complex, this approach quickly becomes laborious.

Excel

No overview

Every site keeps its own lists. Anyone who wants to know who is on assignment where, at what rate and until when, often has to gather the information first.

Phone and email

No speed

Staffing requests go out to several providers, replies come back one by one, and approvals run over phone or email. The current status quickly ends up scattered across different inboxes.

Paper

No evidence

Timesheets, clearance certificates and temporary staffing licenses often still exist as printouts or attachments. When a deadline passes, in the worst case it only comes to light at the next review.

The solution

Pactos brings external workforce management into one shared system

With Pactos, you manage external workers and staffing providers centrally. Staffing requests, selection, records, hours and invoices interlock in one end-to-end process.

Staffing provider

Candidate management ERP
Pactos Vendor Management System
  1. 01 Source Raise a staffing request, run a tender, select candidates
  2. 02 Manage Keep assignments, times and records up to date
  3. 03 Pay Verify what was delivered, invoice and approve
ERP Time management Accounting

Client company

From job template to invoice in one end-to-end process

Job templateStaffing requestApprovalDistributionSelectionAssignmentTimesAsk
Step 1 of 7 · job template

Save the template. It serves as the basis for every staffing request.

Order picker, night shiftTemplate
RoleOrder pickerQualificationForklift licenseShift modelThree shifts, Mon–FriSiteNorth plant, hall 3
Mandatory records
Forklift licenseNight shiftSafety instruction
Pre-filled
RoleQualificationShift modelEvidencein every new staffing request, without retyping
Job templateSource
Staffing request6 places
taken from the job template
6 ×Period 09/01 – 11/30/2026
Vendor groupsin order
AfirstBafter the deadlineCafter thatGroup B only starts if A does not fill the request
Approval stages
configurable per role
Operationsapproved 09:14ProcurementreceivedFinancewaiting
Approved09:14
approvedGroup AGroup BGroup Cgoes straight to the provider groups
Paco · ABC logic
Distribution templateTemplate
Order and deadline per stage
1Group Arunning2Group Bafter the deadline3Group Cafter that
Priority 1sent
Nordwind PersonalacceptedRheinkraft Personalopen
Priority 2scheduled
starts automatically once the priority 1 deadline passes
Süd-LogistikscheduledIsar Zeitarbeitscheduled
3 proposals · Nordwind
MBMilan Brandt
Nordwind Personal · available from 09/15
Forklift licenseGerman B1
LSLena Sander
Nordwind Personal · available from 10/01
Night shiftGerman B2
AHAnna Hoffselected
Nordwind Personal · available from 09/01
Forklift licenseNight shiftGerman B2
CVPaco
Forklift licenseNight shift 3 yrs.German B2Fit 91 %WhyForklift license on recordNight shift, 3 yearsavailable from 01/09
Pipeline
NewScreeningInterviewHired
AHAnna HoffAssignment
North plant, hall 3 · from 09/01/2026
Automatic checkPaco
DuplicateBlacklist
Personnel filedigital
A1 certificateTemporary staffing licenseSafety instructionall records valid
Staff leasing contractE-signature
Staff leasing contract
ClientStaffing providerboth sides sign in the platform
AH39.5 hoursweek 36
from time tracking, not retyped
MonTueWedThuFriSatSun
Time to fill12 months
from the request to the first day on assignment
Automatic checksPaco
Equal Pay in 84 daysMaximum assignment period 8 of 18 monthsUtilization 98%
Invoice verificationautomatic
The timesheet flows into the invoice with error checking
Assignments per provider
Nordwind PersonalSüd-Logistikmore
Paco · Pactos Companion
Pacoin the product
What did Nordwind cost us in September?
184,200 € across 32 assignments at two plants. Every invoice has been checked.
Can you compare that with other providers?
Rheinkraft is close behind; Süd-Logistik and Isar are well below.
Cost per staffing providerSeptember
Nordwind Personal184.200 €32 assignments2 plantsall invoices checked
ComparisonPaco
NordwindRheinkraftSüd-Log.IsarSeptember, all checked invoices
Measurable results

Measurable results from day-to-day operations

6 %direct cost savings
70 %time saved in administration
100 %legal compliance
Feature overview

One core system from staffing request to billing

Seven modules cover the entire process and are included in the price. Shift planning, timesheets and Compliance Intelligence can be added. The AI features support you directly within the modules; decisions stay with people.

Core modules

included in the price Paco — the AI assistant sits in every module
Request & order You raise a staffing request once and distribute it to the suitable providers at the same time. Candidates The proposals from all providers come together in one shared view and can be compared directly. Assignment & file For every assignment, deadlines, file and history are stored in one place. Documents The staff leasing contract is generated from the template, signed digitally and filed audit-proof. Compliance Records stay complete, deadlines are reported early, and documents for audits are available immediately. Billing You see the expected costs before the invoice arrives and can then process billing centrally. Analytics You continuously see what individual providers deliver and cost.

Add-on modules

available on top
Planning structure with an org chart of warehouse, production and assigned teams Shift planning You spot understaffed shifts before they begin. Time tracking for one calendar week with from, to, break and total Timesheets You capture the hours digitally, approve them and hand them over ready to bill. Compliance Intelligence Certificates come from the issuer, without anyone requesting them.

Included as standard

Core modules

Request management

From staffing request to order in one end-to-end process

Candidate management

Every proposal in one view, from application to selection

Assignment management

Every assignment with deadlines, file and history, from start to extension

Documents & contracts

Create contracts, sign them digitally and file them audit-proof

Billing

See costs early and process invoices cleanly

Compliance

Records complete, deadlines in view and documents for reviews available immediately

Analytics

Metrics tailored to each role and provided automatically

Paco AI

Paco supports you directly in your workflow

Paco supports you with staffing requests, candidates and analyses. You describe what you need, and the assistant creates content, finds information or explains context. The features are integrated directly into the respective views.

  • Answers from your data, with a reference to the record in the system
  • Takes you to any feature instead of making you search for it
  • Paco AI proposes, you confirm — every action stays your decision
  • Classified and documented under the EU AI Act , processing in the EU
Add-on modules

Add-on modules come on top of the core modules.

Shifts, times and short-term staffing sit in Workforce Intelligence. The continuous checking of your providers is a solution of its own.

Pactos, Planning structure view

Shift planning

From the org chart down to the single shift, external workers in the same plan.

Workforce Intelligence Pactos, Capture times view

Time tracking and timesheets

Recorded hours go into the invoice checked, not onto a slip of paper.

Workforce Intelligence Pactos, Shift planning view

Short-term staffing

Short-term assignments run in the same system as staff leasing.

Workforce Intelligence Pactos, Retrieval run view

Compliance Intelligence

Records fetch themselves, straight from the issuer.

Solution of its own
Implementation

Productive within a few weeks: two to three workshops are enough for the rollout.

Phase 1
Setup & alignment

We set the platform up and settle roles, sites and approval stages. IT and data protection get their documents early; operation and support are on us.

Phase 2
Design & integration

Two to three workshops of about an hour each are enough to configure your processes, connect your systems and migrate the data.

Phase 3
Pilot & validation

One site or one vendor group starts as a pilot. Training per provider takes 15 minutes on average, and the vendor portal is easy to use.

Phase 4
Rollout & stabilization

Further sites are then added step by step. You keep a dedicated contact person and receive a response within 24 hours on business days.

Go-live
"Through the Pactos platform we not only filled 5 positions with skilled workers within three weeks, we cut costs at the same time."
Philip KnuthManaging Director, KNUTH Werkzeugmaschinen
“For us, it was above all the entire contract cycle […]. For my colleagues, transmitting candidate profiles, times and reports has become much simpler. The integrated systems save manual effort.”
Biljana StojanovicManager Strategic Account Development, unique Personalservice
Group photo of the Talent Spring team in a bright office
"Pactos has improved our customer communication dramatically. We used to spend hours sending emails to clarify simple project details. Now we can communicate in real time, share files and gather feedback – all in one place."
Karim SuhmManaging Director, Talentspring
HIVE logistics center from the air, trucks at the loading bays
"The process with Pactos was incredibly simple. We received the first quotes from staffing providers in next to no time. The quotes were easy to compare and we could pick the right partners quickly. It has never gone this fast and this smoothly. Pactos saved us a great deal of time looking for new staffing providers."
Yasmine ShakerJunior People Manager, HIVE
FAQ

Frequently asked questions

Will our staffing providers go along with it?
Yes, because they benefit themselves: candidates are submitted in three minutes and the fill rate rises by up to 30%. Each provider sees only their own state, never anyone else's. Onboarding takes 15 minutes on average.
How much work is the rollout?
Two to three workshops of about an hour each, and one project owner on your side. The pilot is productive within a few weeks, and train-the-trainer is included.
We have special processes per site.
You configure workflows, approval stages and vendor groups per entity and site. Who approves is up to you: operations, HR, procurement or the works council.
What about IT security & GDPR?
ISO 27001, GDPR-compliant, hosting in the EU, SSO and open interfaces. IT and data protection get the data processing agreement, the security documents and the integration overview before you decide.
What sets Pactos apart from a conventional VMS?
Pactos combines AI-supported features for routine tasks such as CV screening and duplicate checks with full independence from staffing providers. No vendor is given preference.
What happens to our existing systems?
Your existing systems stay in place. Pactos connects them through open interfaces, including SAP, DATEV, zvoove and Talent360. Your ERP can remain the leading source for master data and postings.
Does it pay off?
Pactos reduces the manual effort in verification and administration and helps detect billing errors early. At KNUTH Werkzeugmaschinen, the time spent on these processes fell by 70 percent and the number of invoice errors by 20 percent. You can calculate your individual effect in the ROI calculator.

See how Pactos VMS works in your process

In a joint call, we walk through the sequence on a concrete process: staffing request, approval, record and invoice at one of your sites.

Book a call