Insights · Agentrix
Automating shift and timesheet reconciliation for recruitment agencies
Short answer: you can automate most of the checking without replacing your systems. Export the shift ledger, the invoices and the remittances; match them with fixed rules plus AI; and give a person a short list of exceptions to approve. That's how GK Healthcare, a UK recruitment company, went from about two days a week of its Director of Finance's time to one 30-minute run a week.
What reconciliation has to catch
For recruitment and staffing agencies, including healthcare and public-sector agencies paid through care groups and framework platforms, the job is to check the shift ledger against invoices and remittances and find:
- Worked shifts that were never paid.
- Discrepancies between what was worked, what was invoiced and what was paid.
Done by hand, that means exports, lookups and a lot of finance time. At GK Healthcare, a UK recruitment company, it took the Director of Finance about two days a week.
Three ways to handle it
| Approach | What it is | Fits when |
|---|---|---|
| Manual spreadsheets | Exports and lookups, checked by finance | Volumes are small and one person has the time |
| A full pay-and-bill platform | Timesheets, payroll and invoicing in one system (for example Deel Pay & Bill, built for UK staffing and recruitment agencies) | You're ready to change how timesheets, pay and billing run |
| A reconciliation layer | Keeps your existing systems; checks ledger against invoices and remittances and reports exceptions | Your systems work, but checking what's been paid eats finance time |
How Axis works
Axis is our reconciliation software for UK recruitment and staffing agencies.
- Upload the shift ledger, invoices and remittances inside the Axis app.
- Match: Axis applies your reconciliation rules and AI to match shifts to invoices and payments.
- Review: a person checks the flagged unpaid shifts and discrepancies and approves the result before it counts.
Uploads are encrypted inside the app, and we offer a data processing agreement before any upload (Axis security). Axis costs £500 a month or £5,000 a year, with a 2-week free trial on your own data. There is also a free Unpaid Shifts Check: if it looks like a fit, we show you which worked shifts haven't been paid, and what they're worth, within 48 hours of receiving your files. We don't promise a recovery amount.
The proof
GK Healthcare is a UK recruitment company. Its Director of Finance was spending about two days a week on reconciliation. We mapped the process and built it with fixed rules plus AI. It's now one 30-minute run each week, and the Director of Finance checks the output. On our five-stage maturity scale, that's stage 2 (Digitised) to stage 4 (Agent-assisted). That build became Axis. Read the case study.
Not a recruitment agency?
The same approach works for any repetitive matching job: supplier invoices against purchase orders, or bank lines against sales. The £450 Payback Check times and scores one process like this and gives you a written report and a fixed quote, credited if you book a build within 30 days.
FAQ
Can timesheet and invoice reconciliation be automated?
Yes. Most of the matching can be done with fixed rules plus AI, leaving a person to approve a short list of exceptions. GK Healthcare, a UK recruitment company, went from about two days a week to one 30-minute weekly run.
Do we have to replace our pay-and-bill system?
No. A reconciliation layer like Axis works from exports of your existing ledger, invoices and remittances.
How much does Axis cost?
£500 a month or £5,000 a year, with a 2-week free trial on your own data.
Does AI make the final call?
No. Axis flags unpaid shifts and discrepancies, and a person checks and approves the result before it counts.
How quickly can we see results?
With the free Unpaid Shifts Check, we show you which worked shifts have not been paid within 48 hours of receiving your files, if it looks like a fit after a call.
£450 Payback Check. Credited if you book a build within 30 days.