The Staffing Agencies Fix Kit
Built for staffing agencies.
A staffing agency lives on the spread between the bill rate and the fully loaded cost of the worker, and that spread leaks in places that never show up as an expense: an hour worked but never billed, overtime billed at the straight-time markup, a conversion fee nobody invoiced, a client paying thirty days later than the contract says, and wage-and-hour exposure the agency carries for work done on the client's floor. This kit helps you find each one in your own timecards, invoices and contracts.
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The 10 leaks it covers
2 you can close it · 6 the other side owes it · 2 a pro decides
- Bill rates never recalculated when the cost of the worker changedWhere to look first: List every active bill rate by client and job.Keep it from coming back: Re-run the spread on every rate when pay rates, insurance renewals or tax rates change.You can close it
- Overtime billed at the straight-time markup, or not billed at allWhere to look first: Pull every invoice line with overtime hours for the last quarter.Keep it from coming back: Have the invoice system flag every overtime hour and the rate it was billed at.You can close it
- Overtime paid on base rate instead of the regular rateWhere to look first: Pull your stubs for any week you worked over 40 hours (VERIFIED: DOL Fact Sheet #56A) AND got a shift differential, an attendance bonus or a client-paid incentive.Keep it from coming back: Every overtime week with extra pay on the stub, check the overtime rate the day you get paid.The other side owes it
- Client-site work before clock-in that the agency owes forWhere to look first: For two weeks, write down the clock-in and clock-out times on your stub next to the times you actually started and stopped working: badging in, safety briefings, putting on required gear, walking to the line.Keep it from coming back: Clock in before the first task and clock out after the last one. Log any break that gets interrupted, the same day.The other side owes it
- Timecards approved late or disputed, so hours go unbilledWhere to look first: Run a report of every timecard not approved by the client within the period your contract allows.Keep it from coming back: Chase unapproved timecards the first business day after the deadline, every week.The other side owes it
- Temp-to-hire conversions with no conversion fee invoicedWhere to look first: Pull a list of every worker who left an assignment in the last year.Keep it from coming back: Ask every client, in writing, to tell you when they hire one of your workers.The other side owes it
- Clients paying later than the contract terms, with no follow-upWhere to look first: Run an aging report by client: current, and then how far past the contract terms each invoice is.Keep it from coming back: Send statements on the same day every week.The other side owes it
- Workers' compensation class codes and audits never checked against the actual workWhere to look first: List each job you place and the workers' comp classification your policy uses for it.Keep it from coming back: Get a signed job description with every new job order.A pro decides
- Internal recruiters paid salary with no overtime, but below the threshold or with docked payWhere to look first: Find your weekly salary. The federal minimum salary for the white-collar overtime exemptions is $684 a week ($35,568 a year) (VERIFIED: Polsinelli on the May 13 2026 DOL rescission). Below that, the federal white-collar exemption does not apply.Keep it from coming back: Read every stub for salary deductions, and keep your own record of weekly hours.The other side owes it
- No tax set aside from money paid with nothing withheldWhere to look first: Write down which of your pay arrives with no tax taken out: agency profit distributions and owner draws.Keep it from coming back: Move the set-aside the day each payment lands. Put every estimated-tax date your preparer gives you on the calendar in January.A pro decides
Free: one full leak from this kit
No sign-up, no email. Here is leak 1 of 10 exactly as it appears in the kit, so you can see what you get before you buy.
Bill rates never recalculated when the cost of the worker changed
You can close it- List every active bill rate by client and job.
- For each one, write today's pay rate and every cost that moves with it: employer payroll taxes, workers' compensation, unemployment insurance, benefits, and any background or drug test cost.
- Spread = bill rate minus pay rate minus those costs, per hour (CALCULATED: from your own figures).
- Mark every rate where the spread has shrunk since the rate was set.
- Send those clients a written rate notice under the contract's rate-change clause.
Your part: Decide which rates to change and send the notices.
Rate adjustment notice to a client: Hi [CLIENT CONTACT], This is [YOUR NAME] at [AGENCY]. Since we set the [JOB TITLE] bill rate of [RATE] on [DATE], the cost of placing that worker has changed: [PAY RATE CHANGE / COST CHANGES]. Under section [SECTION] of our agreement, the bill rate will be [NEW RATE] starting [DATE]. I am happy to walk through the numbers. Thank you, [YOUR NAME]
Re-run the spread on every rate when pay rates, insurance renewals or tax rates change.
What this kit can't decide for you: Rates and contract terms are your decision with your client. We never tell you what to charge.
That's 1 of 10. The other 9 come the same way in the kit: steps, words to send, a habit to keep each one closed.
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What people in this work look up
When staffing agencies go looking for answers, they search things like “staffing agency markup”, “staffing agency margin”, “staffing agency software” and “staffing agency insurance”. Those searches turn up forms, averages and other people's numbers. This kit starts from your own records instead: the 10 places money leaks in this work, where to look first and the words to send to close each one.
What you get for each leak
- Numbered steps to close each leak
- Your part, spelled out
- Words you can use: letters and scripts, ready to send (fill in the brackets)
- A habit that keeps each leak from coming back
- An honest line on what the kit can't decide for you
A page from the kit
Questions people ask
Bill rates never recalculated when the cost of the worker changed: where do I start?
Start here: List every active bill rate by client and job. To keep it from coming back: Re-run the spread on every rate when pay rates, insurance renewals or tax rates change.
Overtime billed at the straight-time markup, or not billed at all: where do I start?
Start here: Pull every invoice line with overtime hours for the last quarter. To keep it from coming back: Have the invoice system flag every overtime hour and the rate it was billed at.
Overtime paid on base rate instead of the regular rate: where do I start?
Start here: Pull your stubs for any week you worked over 40 hours (VERIFIED: DOL Fact Sheet #56A) AND got a shift differential, an attendance bonus or a client-paid incentive. To keep it from coming back: Every overtime week with extra pay on the stub, check the overtime rate the day you get paid.
What it can't decide for you
This kit works from your own records. It doesn't give legal, tax, licensing or financial advice, and it never tells you what to charge. Where a CPA, attorney, insurer or state board makes the call, the kit says so and gets your records ready for them.
16-page PDF · instant download after payment · Code VYR-KIT-STAFFING-01
Opens secure checkout. Instant download after payment. 30 days to ask for a refund — refund policy · terms
Next step
- Run your free LeakReceipts check — it reads your own receipts and records and shows where money is leaking out, line by line.
- TrueNET — the whole-picture money truth: what you actually keep after every cost, across everything you earn and spend.
Use Jobber or Housecall Pro? Run the free leak check — it reads your job export in your browser and shows the money leaks the software doesn't flag. Nothing is uploaded.