Timesheets for healthcare staffing agencies
Timesheets built from the check-ins and checkouts that already happened — not chased from staff by text at the end of the pay period.
The end-of-period problem
Payroll shouldn’t depend on who sent their timesheet in.
At the end of every pay period someone at the agency starts chasing. Timesheets arrive as photos, paper forms and text messages. Some are missing a time, some are hard to read, and a few haven’t arrived at all. Then the hours have to be typed in before payroll can run.
The problem is not the arithmetic. It is that the hours are being collected after the fact, from people who have already moved on to their next shift.
FLT for agencies records the hours as the shift happens. Staff check in from their own phone when the shift starts and check out when it ends, and the day’s timesheet is built from those records.
What changes
- Before
- Photos, paper and messages, retyped at the end of the period.
- After
- Timesheets generated daily from check-ins and checkouts.
- Questions
- Each entry has a time and a location behind it.
- Payroll
- Hours counted and attributed, ready to feed into your pay run.
How it works
From the shift to the pay run.
Nothing here asks your staff to fill in a form at the end of the week. The timesheet is a by-product of the shift being worked.
Check-in starts the clock
When staff check in from their phone, FLT records the time and location automatically.
Checkout stops it
Every checkout feeds straight into that day’s timesheet.
Daily timesheets
Timesheets generate every day, so you are never rebuilding a whole period at once.
Payroll-ready at period end
The hours are already counted and attributed, ready to feed straight into payroll.
One record for pay and billing
The hours you pay your staff come from the same record as the hours you bill.
Ask instead of digging
Ask FLT Assist to pull a nurse’s timesheet in plain language rather than clicking through menus.
Proof of hours
Why the record matters as much as the total.
A staffing agency sits between two parties who both care about the same number. Your staff want to be paid for every hour they worked. The facility wants to be billed only for the hours it received.
When the hours are questioned
If the record of a shift is a handwritten form or a text message, a disagreement comes down to whose memory is better. If it’s a check-in and checkout with a time and a location attached, you can show where the number came from.
When the period closes
Timesheets that build daily mean problems surface while the shift is still fresh, rather than two weeks later when nobody remembers it. By the end of the period the work is already done, and payroll becomes a check rather than a rebuild.
See also: invoicing software for staffing agencies.
Questions
Straight answers.
How are timesheets created?
From your staff’s own check-ins and checkouts. Staff check in from their phone when a shift starts and FLT records the time and location; when it ends they check out. Timesheets generate daily from those records.
Do my staff have to fill in a timesheet?
No. Checking in and out is the timesheet. There is no separate form at the end of the week.
What happens when someone questions their hours?
Each entry has the check-in and checkout behind it, with a time and a location, so you can show where the number came from.
Does this replace my payroll software?
No. FLT produces the hours payroll needs, ready to feed into your pay run. It is the counting and the proof, not the tax calculation.
How do I see a demo?
Book a free demo on WhatsApp or call (437) 533-7793 and we’ll walk you through it.
Keep reading
More of the system.
Next step
Stop chasing timesheets.
Tell us how timesheets reach you today and we’ll show you what the same period looks like in FLT.