Timesheet Software for Recruitment Agencies

How temp agency timesheets work in Youtemp

Every booked shift creates a timesheet automatically. The worker clocks in and out from their phone, the hours land against the shift, and the client approves them in their own portal. Approved hours flow straight into pay and invoicing, so the same figure is used end to end and nobody re-keys anything.

1. 1. Shift completed. Clock-in and clock-out times are captured with GPS and stored against the assignment.
2. 2. Agency review. Your team checks breaks, overtime and any exceptions before the timesheet leaves the desk.
3. 3. Client approval. The employer approves, queries or amends the hours in their branded portal — with a full audit trail of who changed what.
4. 4. Pay and invoice. Approved hours produce the payroll export and the client invoice from the same source data.

Online timesheets vs paper and spreadsheets

Client timesheet approval portals

Most timesheet delays are approval delays, not data-entry delays. Giving each client a branded employer portal with named approvers, weekly reminders and a single approve-all action removes the back-and-forth. Managers see only their own sites, and every approval is recorded against the person who made it — which is what an AWR or client audit asks for.

From timesheets to payroll for temporary workers

Once hours are approved, paying temporary workers is mostly a question of engagement model and pay cycle:

• PAYE. The agency is the employer of record and deducts income tax and employee National Insurance, and pays employer NI, apprenticeship levy and pension on top of the hourly rate.
• Umbrella. The worker is employed by an umbrella company. The agency pays an assignment rate that has to cover employment costs, so the worker's headline rate is lower than the rate you pay across.
• Pay cycle. Weekly pay is the norm in temp staffing, which means timesheet cut-off, approval and payroll all have to land inside the same five days — automated reminders matter more than they do monthly.
• Holiday pay. Irregular-hours and part-year workers accrue 12.07% of hours worked. Whether it is rolled up or banked, it has to be calculated from the same approved hours.

Work the numbers through with the charge rate calculator, the holiday pay calculator and the hourly to annual salary calculator.