Run the agency
The verified timesheet becomes the client’s invoice and the worker’s pay instruction, with the margin between them. Clean sheets go through in bulk, exceptions wait with their reason, and the runs export to the payroll and accounts systems you already use.
The problem
The same hours are typed into payroll, then typed again into the invoice.
How Vextron fixes it
The verified timesheet becomes the client invoice and the worker’s pay instruction, with the margin between them in view.
What you gain
Nothing is keyed twice, so what you paid and what you billed always come from the same hours.
The problem
Checking the week means opening every timesheet, including the hundreds that are fine.
How Vextron fixes it
Clean timesheets are verified in bulk. Exceptions are listed with the actual reason, such as a rate mismatch or a missing purchase order, and worked one by one.
What you gain
The back office spends its time on the few sheets that need it.
The problem
An invoice comes back because the purchase order was missing, and the payment clock starts again.
How Vextron fixes it
Where a client demands a purchase order, the invoice cannot go out without one.
What you gain
Fewer invoices rejected by accounts departments, so the money arrives when it should.
The problem
A mistake is fixed by editing last month’s figures, and nobody can say what changed.
How Vextron fixes it
Adjustments are reversing entries and credit notes, never edits. A downloaded batch cannot be quietly changed; a correction goes out in a supplementary batch.
What you gain
Every figure can be traced back, and what was sent stays what was sent.
The problem
The pay file is rebuilt by hand for the payroll system, with no easy way to check the totals.
How Vextron fixes it
Pay runs and invoice runs are batches with a preflight check and control totals, exported as files your existing payroll and accounts systems take in.
What you gain
Your payroll and accounts systems stay as they are, fed clean files instead of retyped ones.
pay and bill, from one approval
Verify a timesheet and watch it split: the worker’s pay on one side, the client’s invoice on the other, the margin in between. Both land in their runs, ready to export to the systems you already use. Press Verify to try it.
Pay and bill · this week
1 · Approved
Dan R. · Forklift driver
Logistics firm
Approved by the client
4 waiting
2 · Split
Pay line
Waiting
For the worker, once verified
Bill line
Waiting
For the client invoice, once verified
Both come from the same approved hours. Nothing is keyed twice.
3 · Runs and export
Pay run
Batch 11846 lines
Control total£18,420.50
Preflight check passed
Invoice run
Batch 9312 invoices
Control total£24,310.00
Preflight check passed
Once downloaded, a batch is locked. A correction goes out as a reversing entry in a supplementary batch, never an edit.
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See pay and billing in two minutes
A short walk from an approved timesheet to the pay run and the invoice run, and the export files that leave for payroll and accounts.
Clean sheets verified in bulkOne approval split into pay and billRuns exported with control totals
timesheet → pay + bill
Because the booking, the rates and the timesheet live in one system, the approved hours become pay lines and bill lines with nothing re-keyed.
verify → run
The pay run and the invoice run are triggered, reviewed and tracked on one screen. Every export is a batch with a state, a preflight check and control totals.
export → your systems
Vextron prepares the files your existing payroll and accounts systems need, rather than asking you to change them.
Once a client has approved a timesheet, the agency verifies it. Clean sheets are approved in bulk, and exceptions are listed with the reason, such as a rate mismatch, a pay-compliance flag, a missing purchase order or a working-time issue. The verified timesheet then becomes two things at once: the client invoice and the worker’s pay instruction, with the margin between them visible.
Invoices go out on the agency’s own cycle, consolidated the way each client wants them. The pay run is exported with a preflight check and control totals, and payments received are recorded and allocated. Vextron is export-first: it produces clean, mapped files for the payroll and accounts systems the agency already uses.
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No. Vextron prepares the pay run and exports it as a file for the payroll system you already use, and does the same for your accounts.
Vextron produces mapped export files for your payroll and accounts systems. Tell us which ones you use when you book a demo.
It is corrected with a reversing adjustment, and a credit note where the invoice has gone out. The original stays as it was, so every change can be traced.
Yes. A perm placement feeds the invoice run with its fee, and self-billing arrangements with limited-company contractors and umbrella suppliers are held here.
see it for yourself
A demo built around the desks you run. Vextron is in early access.