One system to track hours, bill clients, and pay every worker you place
Built for staffing agencies juggling multiple clients, job sites, and pay periods at once. GPS-verified clock-ins prove where placed employees worked, hours roll straight into per-client billing, and approved timecards flow into full payroll — or export to the provider you already use.
Why staffing agencies need more than a generic time clock
Staffing and temp agencies run on a version of time tracking that most software never accounts for: your employees don't clock in at your office, they clock in at somebody else's warehouse, hospital floor, retail counter, or job site — often a different one every week. A generic time clock captures a punch and stops there. It has no idea which client the hours belong to, no way to show where the placement actually worked, and no path from "hours worked" to "invoice sent" without someone manually reconciling timesheets against a placement spreadsheet.
SmartClock Systems is built around that gap. Every clock-in is tied to a GPS location and a specific client site, so the hours that land on a timecard already carry a record of where they were worked. From there, those same verified hours drive three things at once: the client invoice, the placed worker's paycheck, and the audit trail your agency needs if a client — or a worker — ever disputes what was billed or paid. Instead of stitching together a scheduling tool, a spreadsheet, a payroll provider, and a folder of signed timesheets, agencies run all four off one set of verified records.
Everything you need to run placements, in one platform
Time tracking, scheduling, client billing, payroll, PTO, and compliance — built around a workforce that works somewhere other than your own building.
From verified clock-in to client invoice to payday
One chain of verified data, not four separate tools that have to agree with each other.
Placement clocks in on-site
A worker clocks in from their phone or a shared kiosk at the client location. GPS location is captured and checked against the geofence you set for that site.
Hours land on the timecard, tagged by client
Verified hours flow onto a timecard already tagged to the right client and placement — no manual entry, no matching a paper timesheet against a schedule.
You review, approve, and bill
Managers approve timecards on the pay-period calendar. Approved hours generate a billable-hours report per client, ready to export or send.
Payroll runs from the same approved hours
The same approved timecard feeds gross-to-net payroll — or, if you keep an outside provider, exports straight to Gusto or CSV — so nothing gets re-keyed between billing and pay.
Flagged for review, not blocked: how geofencing actually works
Geofencing exists so you can see where a placement worked, not to stop them from getting paid. When someone clocks in from outside the fence you've set for a client site — a spotty GPS signal, a worker parked across the street, an off-site kickoff meeting — the punch still goes through. It's flagged for review, not blocked and not rejected, so the worker is never locked out of the clock and always gets paid for the hours worked. What changes is visibility: flagged punches show up for whoever reviews timecards, with the location data attached, so you can look into it before payroll runs instead of hearing about it from a client three weeks later.
What happens when a punch falls outside the fence
Nothing is withheld. The hours post to the timecard exactly like any other punch. A reviewer sees a flag next to that entry with the recorded location, checks it against what actually happened, and either clears it or follows up — all before the timecard moves to client billing and payroll.
PTO, onboarding documents, and licence tracking for every placement
Agencies place a mix of W-2 temporary staff, longer-term placements, and 1099 contractors — often across multiple clients in the same week. Keeping PTO balances, onboarding paperwork, and licence or certification status straight for that whole roster in a spreadsheet is exactly the kind of manual work that falls apart the moment your agency scales past a handful of clients.
Paid time off without the spreadsheet
Set accrual policies by employee type, let workers submit PTO requests from their phone, and route approvals to the right manager. Every employee has a live balance ledger, so nobody finds out they've run out of paid time off after they've booked it.
Documents and credentials that travel with the worker
Store onboarding forms and policy acknowledgments centrally, and track licence or certification expirations for placements where that matters. Every clock-in and every timecard edit is written to a tamper-evident record, so a disputed hour months later has an actual trail behind it, not someone's memory of what happened.
Common questions from staffing and agency teams
Does geofencing stop a placement from clocking in off-site?
No. Out-of-fence punches are flagged for review, not blocked — the worker can still clock in and is still paid for the hours. The flag just gives your team visibility into where the punch happened, so you can review it before payroll runs.
Can we keep running payroll through Gusto or another provider?
Yes. You can run full gross-to-net payroll inside SmartClock Systems, or export approved, GPS-verified timecards to Gusto or as a CSV file if you'd rather keep your current payroll provider.
Can placed workers clock in from a shared device at a client site?
Yes. Workers can clock in from their own phone or from a shared kiosk device set up at the client location — both support GPS and location verification on every punch.
How do we back up hours if a client disputes an invoice?
Every timecard carries the GPS location captured at clock-in, along with a tamper-evident history of any edits made to it. Export a per-client billable-hours report directly from approved timecards to support an invoice.
Can we track licences or certifications for placements that need them?
Yes. SmartClock Systems tracks onboarding documents and licence or credential expirations per employee, so you can see at a glance which placements need a renewal before their next assignment.
Ready to bill clients and pay placements from the same verified hours?
See a demo built around your clients, job sites, and placement structure — or start a free trial and connect your first client site today.