Manpower and staffing
ERP software for manpower supply and staffing agencies
Bill each client for the workers you deployed last month, pay a few hundred people on the same ledger with their deductions and advances, and see which client still owes you for September.
In short
SimpleERP is ERP software for manpower supply and staffing agencies. Monthly client invoices bill man-days and your service charge with the right tax, and payroll for deployed workers, with attendance, deductions and advances, posts to the same books.
Illustration of a payslip with Basic salary, Allowances, Bonus and net pay of 4,440.
A day in a manpower agency
An agency that places housekeeping staff, loaders, machine operators and office assistants at client sites lives on two monthly cycles: bill every client, then pay every worker.
At Gulf Coast Workforce Services in Houston, the first working day of the month starts with signed attendance sheets arriving from fourteen client sites. A distribution centre in Katy had 42 loaders for 26 days, a hospital in Pasadena had 18 housekeeping staff with two replacements mid-month, and an office park wants its invoice split by building.
The billing clerk turns each sheet into man-days, multiplies by the agreed price, adds the service charge and works out any tax on the bill. The payroll clerk uses the same sheets to pay 310 workers with their deductions, recovers three salary advances, and the owner wants to know why the Katy client has not paid for August.
SimpleERP keeps both cycles on one ledger. The invoice to each client carries man-days, the service charge and the tax rate you set, the payroll run turns attendance into payslips and posts wages, deductions and recoveries, and receivables ageing shows who is holding your working capital.
Billing
One invoice per client per month, built from the signed sheet
Save each category you supply, such as housekeeping, loading or data entry, as a service with its tax rate. The monthly invoice is then a few lines: man-days times the daily price, plus your service charge, with the tax worked out per line.
- Quantity in man-days so a line reads 1,092 man-days at $140.
- Service charge as its own line, taxed at the rate your rules set for it.
- A site name in the line description when one client has several locations.
- The client's tax number on the invoice when they are a registered business.
Illustration of tax invoice INV-2026-0213 to Northside Retail with tax 10% and the amount in words.
Billing and pay components
What you bill, and the components you pay
Labour supply is taxed differently around the world: VAT and GST countries usually tax the whole bill, wages included, while many US states tax only some kinds of staffing. Check how your contracts and clients are treated. Rates differ by country and change, so confirm the rate for your goods with your accountant or tax authority before you rely on it.
| Item | Rule | Where it sits in SimpleERP |
|---|---|---|
| Labour supply by man-day | Daily price times man-days | Service on the client invoice |
| Service charge or agency fee | Percentage or fixed amount | Service on the client invoice |
| Permanent placement fee | Billed once on joining | Service on its own invoice |
| Basic pay and allowances | Earnings | Seeded salary components |
| Income tax and social security | Set per your country's rules | Deductions you set |
| Employer contributions | Fixed or a percentage | Employer contribution components |
| Salary advance | Monthly recovery | Recovered by each payroll run |
Payroll
Pay a few hundred deployed workers without a second spreadsheet
Enter attendance from the client-signed sheet on the daily sheet, or let site supervisors and workers check in from their phones. The monthly run turns present days and loss of pay into payslips, then posts wages and deductions to the books when you approve it.
- Mark all present, then change only the absences from the sheet.
- Departments named after clients so the payroll register reads site by site.
- Advances paid on the 10th and recovered from the next wages automatically.
- Payslips on the worker's phone once the run is approved.
Illustration of the daily attendance sheet on a phone with a Mark all present button.
Collections
Know which client is sitting on last month's wages
You pay workers before most clients pay you, so the gap is your working capital. Receipts are allocated to the invoices they settle, and the ageing report shows each client by bucket.
- Receivables ageing by client, from current to over 90 days.
- Tax withheld by a client, where your country has it, recorded with a journal so the balance clears.
- Customer statements you can print or share before a follow-up call.
- Credit notes when a client disputes days or a price.
Illustration of receivables ageing: 2,441 to collect across 5 buckets, with customer totals.
Ready on day one
What you don't have to set up
Sign-up seeds the defaults a services business needs, so a staffing agency can bill and pay in its first month without designing a chart of accounts.
- Accounts for salaries, salaries payable and deductions payable already mapped.
- Your country's tax rates, ready to pick on a product or service.
- Salary components for your country, plus a default shift and leave types.
- Seven ready-made roles, including HR Manager for payroll and Employee self-service for workers.
By job
Manpower and staffing by job
Payroll for staffing agencies
Monthly payroll for hundreds of deployed workers, from client-signed attendance, with deductions you set and advances.
Read moreAccounting for manpower agencies
One ledger for client receivables, wages payable, deductions, output tax and tax withheld by clients, with month-end checks.
Read moreInventory for staffing companies
Uniforms, ID cards, safety shoes and PPE kept by store, valued at weighted average cost and billed or written off.
Read more
One system
The modules that do this work
An invoice posts the receivable and the tax; attendance feeds payroll, payroll posts wages, deductions and recoveries, and receipts clear the client's balance.
Invoicing & tax
Tax invoices with VAT, GST or sales tax on every line, numbered by fiscal year and posted in one step.
See howPayroll
Salary structures, monthly runs and payslips with your earnings and deductions, posted to the books.
See howHR, attendance & leave
Employees, a daily attendance sheet, phone check-in, holidays and leave balances.
See howPayments & receivables
Receipts and payments allocated oldest first, receivables and payables ageing, and statements.
See howAccounting
A double-entry ledger with journals, bank registers, statements and a lock date.
See how
Honest limits
What SimpleERP does not do for manpower agencies yet
These matter to almost every staffing business, so they are listed up front.
- Client-wise shift rosters or deployment planning. Workers have one shift on their record.
- Statutory deductions from government tables. Each one is a component you set yourself.
- Labour licence registers, statutory forms or payroll tax filings.
- Timesheet or attendance import from a client's file. Attendance is marked on screen or by phone.
- Tax withheld by clients is not tracked automatically. Record it with a journal against the client.
- Weekly or daily wages. Payroll runs monthly.
Getting started
Start with your first invoice
Sign up with your email
Name, email and a password. No card for the seven-day trial.
Tell us about the business
Pick your country and, if you are registered, type your tax number. Accounts, tax rates, units, roles and numbering are seeded for that country.
Add what you sell
Add each category you supply, such as housekeeping, loading or office staff, as a service with its tax rate. There is no stock to load.
Post your first invoice
Pick the customer, add lines and save. Your first invoice can be out within 10 minutes of signing up.
FAQ
Questions, answered
Is tax charged on the wages part of a manpower invoice?
In most VAT and GST countries, yes: the tax applies to the whole value you bill, including the wages you pass through, not only your service charge. US states differ on whether staffing is taxable at all. In SimpleERP the man-days line and the service charge line each carry the rate you set. Rates differ by country and change, so confirm the rate for your goods with your accountant or tax authority before you rely on it.
Can SimpleERP bill a client from attendance automatically?
No. Attendance feeds payroll, not invoices. Raise the client invoice from the signed sheet by entering man-days on each service line; picking the client and the service fills the price and tax.
Can it handle 300 or more workers on payroll?
Yes. Members are unlimited, the daily sheet marks everyone present in one step, and one monthly run builds every payslip. Import workers from a spreadsheet, or add them on screen.
How do I record tax a client withheld from my invoice?
Record the receipt for the amount the client paid, then post a journal that moves the withheld amount from the client's balance to a tax receivable account. The invoice then shows as settled, and the receivable stays in your books until you claim it. In India, this is how TDS under 194C is recorded.
Related
Keep reading
Payroll
Salary structures, monthly runs and payslips with your earnings and deductions, posted to the books.
Read moreHR, attendance & leave
Employees, a daily attendance sheet, phone check-in, holidays and leave balances.
Read moreSecurity agencies
Monthly site invoices in man-days, guard payroll with deductions and advances, and uniform stock.
Read morePayroll for staffing agencies
Monthly payroll for hundreds of deployed workers, from client-signed attendance, with deductions you set and advances.
Read moreCollect payments faster
Seven practices that shorten the time between invoice and payment, with the mechanism behind each and a worked example.
Read more
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