# Time tracking and timesheets for staffing agencies > Timesheet software for staffing agencies: placements, client approval by magic link, AI parser for client hours, conflict detection and payroll exports. URL: https://timetracking.tech/for/staffing-agencies Language: en Last updated: 2026-10-23 Flex workers at dozens of clients, hours arriving as apps, spreadsheets, emails and paper. TimeTracking turns all of it into one approved week per placement, ready for payroll, without your office retyping a single timesheet. ## From the shop floor to payroll in four steps 1. **Workers track per placement**: Flex workers use the app in their own language, on their own phone or a kiosk at the client. Hours, breaks, mileage, travel time and expenses are recorded per placement. 2. **Client hours are read automatically**: Clients that keep their own records send Excel files, emails or a photo of a paper timesheet. The AI parser turns them into structured hours. 3. **Conflicts first, then client approval**: Differences between worker and client hours are flagged before anything is sent. The client approves the reconciled week through a secure magic link, without an account. 4. **Export to payroll**: Approved periods are exported in the format your payroll provider expects and then locked. Corrections become a line in the next period. ## Placements as the backbone In staffing, an hour is never just an hour. It belongs to a worker at a client, in a function, at a rate, within a period, with its own allowances. TimeTracking models that as a placement: worker × client × function × rate × period, with fixed components such as travel allowances. Workers can have several placements, even on the same day. Periods are configurable per client or placement: weekly, four-weekly, semi-monthly or monthly. The right rules travel with every entry, from the app to the payroll export. - Several placements per worker, even per day - Rates, functions and fixed allowances per placement - Periods per client: weekly, four-weekly, semi-monthly, monthly - Overnight shifts across midnight handled correctly ## Client approval by magic link Your clients are busy and don't want another login. With TimeTracking, the contact person receives an email with a secure, single-use link that expires. They see each worker's days and totals, approve the week or reject lines with a comment. Their name and the time of approval are stored in the audit trail. For large clients with many approvers, approvals can be split per department or site, so each manager only sees their own people. ## AI parser and conflict detection Many clients keep their own time registration and send it to you every week. The AI timesheet parser reads Excel, CSV, email text and photos or scans of paper timesheets, matches names to workers and placements, and puts anything uncertain on an exceptions screen. Conflict detection then compares those client hours with what workers logged in the app. Instead of discovering a four-hour difference after payroll, your office sees it on Wednesday and resolves it with one call. Every resolution is logged with who decided and why. ## Payroll exports: what is live and what is coming Approved and reconciled periods are exported 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; until then, the configurable file exports cover most payroll imports. Exported periods are locked. If something changes later, it becomes a correction line in the next period, so payroll, the client invoice and TimeTracking always agree. ## Built for flex workers from everywhere Flex workers often come from Poland, Romania, Ukraine and many other countries. The TimeTracking apps are available in 20 languages, and each worker chooses their own, independent of the language your office uses. Login works with an email magic link or a one-time code by SMS, for workers without a company email address. On sites where phones are not allowed, a tablet kiosk at the entrance lets workers clock in with a personal 6-digit PIN, in their own language. ## Focused on hours, open to your stack TimeTracking does not try to replace your back office, CRM or invoicing. It does one job, approved hours, and feeds the tools you already use through exports and an open API. That keeps implementation small and lets you start with a single client before rolling out further. ## Frequently asked questions ### Do clients need an account to approve hours? No. Clients approve through a secure, expiring magic link. Their name and the time of approval are recorded. ### Can TimeTracking read client timesheets from Excel or paper? Yes. The AI timesheet parser reads Excel, CSV, email text and photos or scans of paper timesheets. Uncertain values go to an exceptions screen for a person to confirm. ### Which payroll systems are supported? An SD Worx-format export, configurable CSV/XLSX exports and the API are live. Loket, Nmbrs and AFAS connectors are coming soon. ### Which plan do staffing agencies need? Core (€1 per user per month) covers the worker app, client approvals and payroll exports. Pro (€3) adds the staffing module with conflict matching, the AI email parser and predictive time tracking. ### In which languages is the worker app available? In 20 languages, including Dutch, German, English, Polish, Romanian and Ukrainian. Each worker picks their own language.