Case Study
Making Staffing Easier with Business Intelligence and Automated Systems
Introduction
Established in 1959, Amtec Human Capital specializes in the technology and healthcare sectors and has managed an extensive workforce (over 250 contractors) using a blend of traditional technologies. This includes an outdated Applicant Tracking System (ATS), Quickbooks Desktop for financial management, and ADP for payroll. Note: They are implementing Bullhorn ATS to start in January 2024, taking advantage of the deep integration with Bilflo’s back office platform.
Their approach to time collection involves mixed methods – online VMS portals, paper timesheets, and client-provided Excel sheets, resulting in substantial weekly manual tasks such as data entry, tracking missing timecards, obtaining approvals, and manual invoice creation. Additionally, each month entailed a significant manual effort to calculate the gross profit (GP) allocation for each team member in these industries.
Challenges
- Time-Consuming Data Management: Previously, the team manually entered and verified time records for each contractor. This involved cross-referencing paper timesheets and Excel sheets from clients with their ATS records, which could take several hours each week, especially when dealing with discrepancies or missing information.
- Inefficient Invoicing Process: Creating invoices from timecards was a manual task that involved transferring data from timesheets into Quickbooks, and then cross-checking for accuracy. This process could take up to two days per invoicing cycle, delaying billing and impacting cash flow.
- Manual Reporting Tasks: Generating financial and business reports was a multi-step process. The team had to aggregate data from Quickbooks, ADP, and their ATS, and then manually compile it into usable reports. This task could take several days each month, especially when preparing for monthly financial reviews or commission calculations.
Bilflo's Solutions
- Automated Timecard Management: Bilflo’s system replaced manual timecard tracking with automated reminders and a streamlined approval process. This reduced the time spent on tracking down contractors for submissions and verifying each timecard, which previously involved cross-referencing multiple data sources.
- Streamlined Invoicing System: The new system automated the creation of invoices from validated timecard data. This replaced a manual process where data had to be transferred from timecards to the invoicing system, requiring extensive cross-checking for errors.
- Advanced Business Intelligence Tools: Bilflo introduced dynamic, real-time reporting features, allowing the firm to access up-to-date financial analysis and market trends anytime. This was a significant upgrade from the previous method of manually compiling reports from various static spreadsheets.
- Customized Burden Tracking: The solution for tracking Workers Comp Codes was tailored to the firm’s specific needs, seamlessly integrating this aspect into the overall timecard and payroll process, enhancing accuracy and compliance.
Impact and Benefits
- Operational Efficiency: Automating and streamlining of timecard management and invoicing processes led to a 75% reduction in back-office labor, allowing the firm to efficiently manage a workforce that had grown by 100% without increasing the hours dedicated to administrative tasks.
- Accelerated Billing Cycle: The time to generate and send invoices was reduced from a multi-day process to a single day, significantly improving the firm’s cash flow and enhancing relationships with clients receiving timely billing.
- Strategic Decision-Making: The availability of real-time, accurate business intelligence allowed for quicker and more informed decision-making, enabling the firm to promptly identify and act on market trends and opportunities.
- Compliance and Reporting Accuracy: The introduction of customized burden tracking significantly reduced the risks and errors associated with compliance reporting, ensuring that the firm stayed in line with regulatory requirements more effectively.
Testimonial
“Implementing Bilflo has significantly streamlined our operations. The contract overview page, in particular, allows us to quickly assess and understand our entire business at a high level. This capability has greatly improved our efficiency in strategic planning and decision-making. With Bilflo’s automation tools, we’re now able to manage our daily activities more effectively, freeing up time to focus on expanding our services and growing our business,,” – Stephanie. HR Director.