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GorillaWorks

Staffing Agency Billing Software

Staffing agency billing software that invoices the moment timesheets clear.

Stop running batch invoices days after the work happened. GorillaWorks generates the client invoice the instant a timesheet is approved: accurate, on-brand, and synced to your financial system automatically.

See how it works
  • $3B+ invoiced annually
  • Zero re-keying
  • NetSuite, QBO, Xero, Sage & Dynamics

The problem

Every day between work done and invoice sent costs you cash.

Manual billing isn't just slow. It leaks revenue. Missed hours, wrong rates, and delayed batches quietly compound across hundreds of placements.

Batch billing delays

Invoices go out days or weeks after timesheets clear, pushing your DSO out and starving cash flow that funds next week's payroll.

Revenue leakage

Re-keyed hours, outdated bill rates, and missed expenses mean invoices that are quietly wrong, and underbilling you never detect.

Reconciliation overhead

Finance burns days each month matching invoices to timesheets to payroll, because three systems each hold a different version of the truth.

The solution

Approved time becomes a sent invoice. Automatically.

Billing in GorillaWorks isn't a separate process. It is the automatic consequence of an approved timesheet.

Instant invoice generation

The moment a timesheet is approved, the client invoice is generated with the right rates, terms, and PO references. No batch runs, no delays.

  • Real-time invoice creation from approved time
  • Client-specific rates, terms, and formats
  • Consolidated or per-placement invoicing
  • Expense and adjustment handling

VMS timesheet sync

Approved timesheets flow directly from your VMS into billing. The hours your client approved are exactly the hours you bill.

  • Direct VMS integration
  • Approval chains with full audit trail
  • Client portal for review and sign-off
  • Automatic rate card application

Financial system integration

Invoices, payments, and AR status sync to your accounting platform: NetSuite, QuickBooks Online, Xero, Sage, or Microsoft Dynamics.

  • Two-way AR synchronization
  • Automatic GL coding
  • Payment status visibility
  • Month-end close without reconciliation marathons

Margin-aware billing

Every invoice updates your real-time gross margin by client, recruiter, and contractor, so pricing problems surface immediately, not at month end.

  • Live margin per invoice and placement
  • Bill rate vs. pay rate spread tracking
  • Drill from P&L to individual contracts
  • Underbilling and rate-drift alerts
See the full staffing agency software platform

How it works

From approved hours to synced AR in four steps.

  1. Time is approved

    Timesheets arrive from your VMS or in-platform entry and route through the client's approval chain.

  2. Invoice generates instantly

    Approved hours hit the client's rate card and the invoice is created the same moment, whether T&M, fixed-fee, or milestone.

  3. Client receives & approves

    Invoices deliver on the client's terms with full backup documentation, through portals or straight to AP.

  4. AR syncs to your books

    Invoice and payment status flow to NetSuite, QuickBooks, Xero, Sage, or Dynamics. No manual entry.

Run the numbers

Estimate your gross margin in seconds.

Margin is the whole game in staffing. Drag the sliders to see the gross profit hiding in your bill and pay rates, then see it tracked live in the platform.

Margin calculator

Drag the sliders to see your gross margin.

$112/hr
$70/hr
20.0%

Payroll taxes, insurance, and benefits on top of pay.

40 hrs
10
Annual gross profit
$582,400
Across 10 contractors at 40 hrs/week. Healthy margin.
$28.00
Margin / hr
25.0%
Margin %
$11,200
Per week

This is a back-of-the-napkin estimate. GorillaWorks tracks your real gross margin live, per client, recruiter, and contractor.

FAQ

Staffing billing software FAQs

What staffing finance teams ask before they switch.

What is staffing agency billing software?

Staffing agency billing software automates client invoicing for staffing and temp agencies by turning approved timesheets into accurate client invoices without manual data entry. GorillaWorks generates invoices in real time the moment time is approved, then syncs them to your accounting system.

How does timesheet-to-invoice automation work?

GorillaWorks connects to your VMS (or captures time in-platform). When a timesheet clears its approval chain, the platform applies the client's rate card, generates the invoice, attaches backup documentation, and syncs it to your financial system, all automatically.

Which accounting systems does it integrate with?

GorillaWorks syncs invoicing and AR data with NetSuite, QuickBooks Online, Xero, Sage, and Microsoft Dynamics. GL coding and payment status flow both ways, which eliminates most month-end reconciliation work.

Can it handle different billing models?

Yes. The platform supports time & materials, fixed-fee, and milestone or deliverable-based billing, including SOW and project-based engagements, with client-specific rates, terms, consolidation rules, and PO tracking.

How does automated billing improve cash flow?

Invoices go out the moment work is approved instead of in weekly or monthly batches, which directly shortens DSO. Accurate rate application also eliminates the underbilling and missed hours that silently leak revenue in manual processes.

Does billing connect to payroll?

Yes. The same approved timesheet drives both the client invoice and contractor pay, so billing and payroll can never disagree. See our staffing agency payroll services for the other half of the workflow.

Keep exploring

Staffing Agency Software

The all-in-one back office platform: onboarding, timesheets, payroll, billing, and commissions in one system.

Learn more

Staffing Agency Payroll Services

Pay calculated from approved timesheets for W-2 and contractor workers. Calculated and paid by direct deposit in Canada with remittance and filing reports provided; gross earnings reported to your provider in the US.

Learn more

SOW Management Software

Fully integrated SOW engagements: milestones, unified timesheets, worker support, and billing orchestrated from the engagement.

Learn more

See it live

See billing software working on your workflow.

Book a 30-minute demo and we'll walk through the platform configured around how your agency actually operates.

ISO 27001 Certified