For IT staffing firms on QuickBooks
StaffFlow reads every consultant timesheet the moment it lands, checks each hour against the document, and prepares the QuickBooks invoice. You review it, click approve, and it's billed.
consultants billed through StaffFlow at ITG
timesheet formats — PDF, Excel, Word, photo, email
of the hours StaffFlow reads are traced back to the document they came from
invoices created without a person's approval
The month-end problem
Every staffing firm knows the routine. Timesheets arrive in a dozen formats, someone retypes them, and the invoice goes out late — or wrong.
"Has everyone sent their timesheet?"
Hours arrive as PDFs, spreadsheets, phone photos and one-line emails.
"Let me type these into QuickBooks."
Every manual entry is a chance to bill the wrong hours or the wrong rate.
"This week runs into November."
A week across two months has to be split correctly, every time.
"The client found a mistake."
The most expensive mistake is the one your client finds first.
How it works
Your consultant emails it, as they always have. Nothing changes for them.
Any format. The document is filed into the consultant's folder in your OneDrive.
Reconciled against the document's own totals and dates. Anything uncertain is held.
One click creates the QuickBooks invoice, with the timesheet attached as proof.
Inside StaffFlow
At month end you don't open forty emails. You open one list, see what's ready and what's held, and approve.
What it handles
Not a generic document reader. StaffFlow was built inside a working staffing firm, one real edge case at a time.
Client portals, Excel grids, Word documents, phone photos, and hours typed in an email.
A week that crosses month-end is split to the right invoice.
Weekly, semi-monthly, monthly, or the client's own cycle.
Vendor-management fees taken off automatically, per client.
One consultant on two projects is billed to each correctly.
Pay computed from your rates and percentages, every period.
Your time zone and your holidays, not the server's.
The same timesheet sent twice is recognised and ignored.
September 2026 starts on a Tuesday and ends on a Wednesday. StaffFlow bills only September's days from the first and last weeks, and each week links to the timesheet it came from.
Never guesses
A wrong invoice costs more than a late one. Every figure StaffFlow reads is checked against the source document before it reaches your books.
The timesheet's printed total doesn't match its own daily hours. Nothing was billed. Check the document and correct the days, or ask the consultant.
Where your data lives
Timesheet files are filed in your own OneDrive, and invoices are created in your own QuickBooks.
To run billing, StaffFlow also keeps its own records: consultants, placements and rates, the hours read from each timesheet, invoices and payments, the timesheet emails it processed, and an audit trail of every change. That database is not reachable from the public internet.
Send us a few real timesheets. We'll show you the invoices StaffFlow would have prepared.
or write to hello@staffflowpro.com