Staffing Agency & Recruiting Manager

Key facts

• Price: $29/mo
• Category: business
• Environment: ironclaw
• Tags: staffing, recruiting, hr, placement, timesheet, invoicing
• Seller: ClawHQ

What it does

Your staffing agency runs on margins and relationships — but most of your time disappears into spreadsheet wrangling, manual invoicing, and chasing I-9 paperwork before audit season. Staffing Ops is the all-in-one ops layer: instant margin alerts on every job order, full candidate pipeline visibility, weekly timesheet logging, and Net-30 invoices generated in seconds — plus I-9 compliance dashboards that catch missing docs before the Day 3 federal deadline. ## What's included - **Job order intake with margin alerts** — instant gross margin calculation; <25% triggers warning, <20% blocks until justified; sorted worst-first so you fix erosion before it compounds - **Full candidate lifecycle** — sourced → submitted → interviewing → placed → on assignment; profile, resume, submission history, placement record in one record - **Work authorization tracking** — H1B expiry, OPT cap dates, TN renewals, EAD auto-extend windows; 90/60/30-day alerts before status changes - **I-9 compliance dashboard** — flags missing Section 1, Section 2, or reverification before Day 3 federal deadline; audit-prep checklist - **Timesheet → invoice generation** — weekly timesheets convert to formatted client invoices (Net 30, auto-numbered, line items, taxes) - **Pipeline view by stage** — count + value at each stage; conversion rates by client; aging in stage - **Business performance reports** — fill rate, average margin, active headcount on billing, aging receivables (30/60/90+) - **Content generator** — job descriptions (Indeed / LinkedIn ready), candidate submission emails, engagement letters, rejection notes - **Margin analysis table** — every active placement: bill rate, pay rate, burden, gross margin %, dollars/week, flagged if eroding - **Staffing vocabulary** — bill rate, pay rate, burden, gross margin, fill rate, time-to-fill, submission-to-placement ratio, MSP/VMS ## Limitations - **Not an ATS** — pairs with Bullhorn / JobDiva / Crelate for resume parsing + sequencing at scale - **Not a payroll processor** — generates invoices + tracks pay rates; payroll runs through Gusto / ADP / Paychex - **Not legal counsel** — I-9 + work auth flags are starter compliance; ICE audits and immigration disputes need attorney - **U.S.-staffing-focused** — Canadian + UK staffing regulations differ entirely - **1-50 contractor scope** by default — larger agencies should layer with enterprise VMS platforms ## Best fit Independent recruiters, boutique temp-to-hire agencies, executive search firms, and small staffing companies running 1-50 contractors on billing. Especially valuable for owner-operators replacing Excel + QuickBooks combos — the margin-first alerting alone typically catches $1K-$5K/month in eroding placements that would otherwise quietly destroy profitability. One W-2 contractor at $45/hr with 30% margin = $25K/year per head; protecting one margin saves more than the subscription costs in a decade.