Discuss your projectCandidates cleared on credentials before they are submitted, timesheets approved by clients in a portal, and approved hours sent to payroll and invoicing without being retyped. The software connects the ATS, VMS feeds, payroll, and accounting your desks already use.
Illustration of a staffing client portal built by Baybloom: a site supervisor approves a worker’s hours, approved hours go to payroll and the invoice, and open job orders show their status.
Owners, COOs, and operations leaders of staffing agencies and recruiting firms in light industrial, healthcare, and professional staffing. The applicant tracking system holds candidates, jobs, and placements; the work around it, from checking a license before a shift to turning a signed timesheet into a paycheck and an invoice, runs through spreadsheets, inboxes, and people who retype the same hours twice.
The workflow
The steps we see most often in this kind of operation.
What we build
Collect applications, identity documents, licenses, and screening results in one place, with required items set per role and alerts before anything expires.
Capture job orders from the client portal, email, and VMS feeds into the ATS with the requirements, rates, and shift details recruiters need to start matching.
Rank available, qualified candidates against each order by skills, credentials, location, and availability, and share a shortlist with the client for review.
Let client supervisors submit orders, review shortlists, approve timesheets, and download invoices, with access limited to their locations and departments.
Turn approved hours into payroll entries and client invoices from one record, applying pay and bill rates, overtime rules, and markups from the placement.
Summarize resumes and screening answers against the job order and flag gaps, so recruiters review a ranked shortlist instead of reading every application.
Your first release
How the work runs
We start with the people doing the work and the systems around it, then write down the first release: what it includes, what it leaves for later, the integration decisions, and the acceptance criteria. Nothing is built until that scope is agreed.
We build in releases you can review as the work takes shape, using realistic data. Every release carries tests, a security review, and documentation. Integrations are tested against real records, with exceptions visible.
Your team receives the documentation, the runbooks, and the training to run the system, and we stay on for continued engineering when you want it.
Scope and price
Every project is priced from a written scope. These are the factors that move it most.
Bullhorn, Avionté, Crelate, and payroll providers expose different APIs and exports, which determines how much candidate, placement, and hours data syncs automatically.
Each client VMS uses different order and invoice formats, so every additional platform adds mapping, testing, and exception handling.
Overtime, shift differentials, per diems, and client-specific markups multiply the rules the timesheet flow must apply and test before payroll relies on it.
Healthcare roles carry more document types, expiry rules, and client-specific requirements than light industrial or professional placements, which widens setup and testing.
Regional light industrial and healthcare staffing agency
At many staffing agencies, supervisors approve timesheets on paper or by email, and the back office enters them for payroll and again for invoicing. A first release gives clients a portal for timesheet approval, takes pay and bill rates from the placement in the ATS, and sends approved time to payroll and invoicing together, listing any mismatch for review. Credential expiry dates move from a spreadsheet into alerts that keep a worker with a lapsed license off the schedule. VMS feeds that bring in job orders and return invoices make a natural next phase.
Questions
What leaders in this industry ask us first.
The ATS stays the record of candidates, jobs, and placements. We build the credentialing, client portal, and timesheet flows around it and connect to it through the interfaces the vendor provides.
Yes. Each role has a defined list of required documents, such as licenses, immunization records, and background checks, each with an expiry date and alerts. A worker with a missing or expired item is flagged before submission or booking, and the recruiter decides how to resolve it.
Clients approve hours in a portal or through a signed link, the approved hours are checked against the placement’s rates and rules, and the result posts to payroll and invoicing. Anything that fails a check, such as unapproved overtime, waits in an exception queue for the back office.
Where a VMS offers feeds or an API, job orders come in and invoices go back automatically. Where it only offers downloads, the software imports them on a schedule and tracks what still needs manual entry.
A recruiter makes that decision. AI can summarize a resume against the job order, highlight missing requirements, and suggest a shortlist, and each suggestion shows its reasoning so the recruiter can accept or reject it.
Personal details and documents are encrypted, access is limited by role and desk, and every view and change is logged. What the system stores, how long it keeps records, and where it runs are agreed in writing with the agency.
The flow from timesheet to payroll and invoice usually comes first, because errors there cost money and client trust every pay period. Agencies with healthcare desks often start with credential tracking instead.