Staffing agencies

The payroll runs weekly and the invoices arrive later

A staffing agency pays its people every week and collects from clients 30, 45 or 60 days afterwards. Between those two dates sits a pile of receivables, accrued payroll and sometimes a funder's advance, and the general ledger usually shows only the bank balance. The staffing system knows who worked where; the ledger knows what hit the bank. Nobody reconciles the two.

Finbryn starts with that tie-out. Each month the payroll register and the billing register from Bullpen, TempWorks or Avionte are matched to the ledger by client and assignment, so billed revenue, wages, employer payroll taxes and the payroll tax liabilities all agree. The payroll itself still runs in your own system, with your own process. We read it, we do not run it.

Margin by client, placement and recruiter

The number an owner actually wants is gross margin by client. It needs bill rate, pay rate and a burden rate that loads in employer taxes, unemployment contributions and workers' comp. We maintain the burden rate as a schedule you can inspect and update, and report margin by client, by placement and by recruiter once per month.

Factoring, funding and workers' comp

If you factor invoices or use a funding arrangement, each advance, reserve release and fee is recorded as its own line, not netted into cash. The funder's statement is reconciled to the ledger so you can see what you are really paying for early cash. Workers' comp is estimated by class code through the year, then compared with the insurer's premium audit. We prepare the class-code payroll allocation the audit asks for and book the adjustment when it lands.

Worker classification, W-2 versus 1099, is tracked as a flag on each worker record so reports can split the two. It is a tracking field, not a legal determination; the IRS guidance on classification and your counsel decide the question. Payroll tax deposits follow IRS Publication 15.

Interim audits and PEO arrangements

Staffing accounts get audited more often than most. SFM's audit standards for the Wisconsin Worker's Compensation Insurance Pool require an interim audit and a final physical audit for every employee-leasing and temporary-labor account, whatever the premium (SFM, read 2026-10-19); other carriers set their own rules. If a PEO runs part of your payroll, we keep both sets of reports. Finbryn organizes the payroll-by-client records and can attend your premium audit with you where your carrier allows it. We do not sell or advise on insurance coverage, and your carrier assigns class codes.

How the work runs

You keep your QuickBooks Online file. A named pod handles the account on a monthly close calendar agreed at onboarding, and the funding and AR reconciliations are part of each close. Agencies with a backlog of unreconciled weeks usually begin with a catch-up project, then settle into monthly bookkeeping with payroll journal reconciliations. Pricing is on the pricing page.