Job Requirement to Billing Ready: The Staffing Operations Workflow Explained

Staffing agencies run a continuous workflow: a client sends a requirement, recruiters source and submit candidates, the client reviews, interviews happen, an offer is made, and — if accepted — the consultant is deployed, timesheeted, and billed.

In theory, this is one story. In practice, most agencies run it across four or five tools. The requirement lives in email. Submissions live in Excel. The ATS handles interviews. Deployment is a spreadsheet. Timesheets are another system.

Every handoff is a re-keying event. Every re-keying is a chance for error, delay, and margin leakage.

Consider a single placement. The bill rate agreed with the client must survive from JD → submission → offer → deployment → timesheet → invoice. If margin was calculated on a spreadsheet at offer stage but pay rate changed at joining, nobody notices until finance chases the discrepancy.

Client review is another fracture point. When hiring managers approve candidates over email, you lose structure — who approved what, when, and with what feedback. A client portal doesn't just look professional; it creates an audit trail your ops team can trust.

Post-offer is where generic ATS products stop. BGV vendors, joining confirmations, deployment start dates, and timesheet cadence are staffing operations — not recruiting tasks. Software that ends at 'offer accepted' forces this work into side systems.

HireGo's workflow keeps the same candidate and requirement entities from first submission through deployment and billing readiness. Client portals handle review. Vendor portals handle subcontractor submissions. BGV and joining queues handle post-offer ops.

The result: one system of record, one audit trail, and one place to answer 'where is this placement?' — from the recruiter, the delivery manager, and the agency owner.