Time tracking for secondment agencies
Your professionals work at a client for months or years, often in the client's own systems and on the client's project codes. TimeTracking keeps one approved month per placement, split the way the client wants to see it, without your office comparing two timesheets by hand.
How secondment agencies use TimeTracking
Set up the placement once
Professional, client, function, rate, period and allowances are stored on the placement. Add the client's projects or cost centres, so every hour can be booked on the code the client uses.
Professionals confirm their week
Most seconded professionals work a stable pattern. On Pro, predictive time tracking proposes the usual week, and the professional only adjusts the exceptions. A timer and manual entry are always there.
Client hours are compared
When the client keeps its own record, its monthly export or timesheet is read by the AI parser on Pro and compared with what the professional logged. Differences show up before approval.
Monthly approval and export
The line manager at the client approves the month through a magic link. The approved period goes to payroll and is locked; corrections land in the next period.
Long placements, not weekly shifts
Secondment is different from temporary staffing. A professional often works at one client for a year or longer, with a fixed number of hours per week, a monthly rhythm and a contact person who knows them well. What goes wrong is rarely the total; it is the split across projects, the travel allowance that changed halfway through, or the month that was approved by the wrong person.
TimeTracking stores all of that on the placement: the client, the function, the rate, the period, fixed allowances such as travel and the people allowed to approve. When the placement is extended or the rate changes, you update it once and every new entry follows.
- Placement: professional × client × function × rate × period
- Monthly, four-weekly or weekly periods per client
- Fixed allowances and mileage rates per placement
- Several placements per professional, for part-time secondments
Hours on the client's project codes
Many clients want hours split per project, work order or cost centre, using their own codes. Set those up as projects under the client, and the professional books each day on the right code in the app or on the web. The client then approves hours in the structure its own controller expects.
Your office keeps the same data per placement, so payroll sees the total and the client sees the split, from one set of approved hours.
Two timesheets, one approved month
Seconded professionals often also have to fill in the client's own time system. At the end of the month the client sends an export, and somebody in your office compares it line by line with your records. On Pro, the AI timesheet parser reads that Excel or CSV export, the email or a scan of a signed sheet, and matches it to the professional and placement.
Conflict detection then shows where the two versions differ, for example a public holiday logged on one side only. Your office resolves the difference before the client is asked to approve, and the decision is kept in the audit trail.
Approval by the line manager, without a login
The person approving is usually a manager at the client who approves one or two of your professionals once a month. They should not need an account. TimeTracking sends a secure, expiring magic link by email or SMS, shows the month per day and per project code, and records their name and the time of approval.
A reminder goes out when a period is still waiting close to its deadline. For large clients with many managers, approvals can be split per department, so each manager only sees their own people.
Payroll and invoicing stay where they are
Approved months are exported to payroll in one step. Live today: an SD Worx-format export, configurable CSV and XLSX exports and the REST API. Connectors for Loket, Nmbrs and AFAS are coming soon.
TimeTracking does not create invoices. The same approved hours, with project codes and rates, can be exported to the invoicing tool you already use, so the payslip and the client invoice are based on the same numbers.
Leave and sickness in the same month
A month at a client also contains holidays, sick days and the odd training day at your office. Leave requests and balances are part of Core, so they appear in the period next to the worked hours and are approved and exported together.
The client sees that a day was leave without seeing why, and your payroll export contains the right hour type for each day.
- Leave requests and balances
- Sick leave in the same period
- Separate hour types in the payroll export
Frequently asked questions
Can hours be booked on the client's own project codes?
Yes. Add the client's projects or cost centres as projects in TimeTracking. Professionals book on them, and the client approves the month per project code.
Our professionals also fill in the client's time system. Do we still need to compare by hand?
On Pro, the AI timesheet parser reads the client's export, email or scanned sheet, and conflict detection flags differences with the hours in TimeTracking. Your office only handles the exceptions.
Can we use monthly periods?
Yes. Periods are configurable per client or placement: weekly, four-weekly, semi-monthly or monthly.
Does the client need an account to approve?
No. The client approves through a secure, expiring magic link. Name and time of approval are stored in the audit trail.
Does TimeTracking send invoices to our clients?
No. It exports approved hours with project codes and rates to your invoicing tool through CSV, XLSX or the API.
Which plan do we need?
Core (€1 per user per month) covers placements, client approval, leave and payroll exports. Pro (€3) adds the AI timesheet parser, conflict matching and predictive time tracking. Free for up to 5 users.
Related pages
Staffing agencies
Placements, client approval by magic link, AI parser, conflict detection and payroll exports.
Construction
A timer that keeps running offline, hours per site and a kiosk at the gate.
Logistics and warehouses
Rostered shifts, one-tap confirmation, kiosk clock-in and night shifts done right.
See pricing
Free for up to 5 users. Core from €1 per user per month, everything included.
Try TimeTracking free
Free for up to 5 users. Core from €1 per user per month, everything included.