Aristar is a finance and accounting specialist for SME recruiters and has used Evertime since 2015 to provide back-office solutions for their recruitment agency clients. Aristar provides services across a range of recruitment sectors, including IT, healthcare and retail, all of which have slightly different requirements when it comes to providing payroll services for contractors.
“I’ve seen a range of timesheet systems over the years and we all think Evertime is brilliant because of its simplicity. Plus, we chose Evertime as our Pay & Bill solution because they could offer a complete solution for all back-office functions. We also use their PAYE services for agencies, allowing us to offer a greater range of services to our recruitment clients without too many suppliers to manage.”
Roberta Allen, Pay & Bill team leader, Aristar
Why do Aristar clients think Evertime is brilliant?
- The timesheet portal is easy for contractors to use, so they input their time accurately.
- Client approval for timesheets via email, without the need to log in to another system.
- Consultants can see the status of their contractors at any time, saving them valuable time in chasing people up.
Aristar currently uses Evertime for 18 clients and this number is growing every month. Roberta adds: “Evertime certainly helps us to win new business and the team are incredibly helpful and supportive with onboarding support and helping us to import data from existing systems. Their commitment to integrating with other back-office solutions means we can meet the needs of our diverse clients and the compliance module that’s in development demonstrates Evertime’s commitment to meeting the ever-changing needs of the recruitment market.”
Having our clients live on Evertime at this time has been incredibly valuable.
SSG provide a range of services for start-up recruiters to get their agency up and running, including payroll services for their clients who need to set up pay and bill for their contractors.
With their clients currently managing pay and bill using 7 other systems, SSG knew that streamlining their payroll services using one system would reduce the time spent on training and maintaining various systems and ultimately offer their clients a better service. They chose Evertime in September 2019 for 39 of their clients.
“We wanted to use a Pay & Bill system that had a portal for online timesheets as well. The workflow set up in Evertime is incredibly intuitive; once you complete one part of the process, you can easily move on to the next. Plus, the ability to integrate with Sage as an absolute priority for us,” said Richard Bruce, MD of SSG.
We are SSG use Sage to manage their finances, which Evertime integrates effortlessly with:
- Information is submitted to Evertime
- This is then automatically fed into Sage
- Sage will calculate the Tax, National Insurance and pension contribution, including FPS submission to HMRC
- The information is pulled back Sage in to Evertime with the correct deductions made to the payments and displayed on the payslips on Evertime.
SSG and Evertime worked in partnership to achieve an ambitious migration plan, so that all customers were up and running in time for the new financial year. A huge undertaking, the process was managed well with excellent account management and strong technical support from the UK based helpdesk.
Evertime has been a brilliant solution for SSG as they’ve changed their operations to support working from home during the Lockdown.
Payroll Manager Michelle Little said: “We have worked incredibly hard to support our customers to provide them with the information they need about furlough. Luckily for many of our recruitment clients, they’ve managed to keep their businesses going as they recruit into education, healthcare and industrial – all sectors where there has been an increase in demand for temporary and contract workers.”
“Having our clients live on Evertime at this time has been incredibly valuable and as a cloud-based solution, we’ve managed to continue to provide Pay & Bill services for our clients without any interruption at all.”
Evertime offers a range of other benefits to help Team Factors and their clients to be more efficient and effective. The single portal means Team Factor’s clients can update their contractor information, meaning they are always working with up to date information.
Plus, as Evertime is cloud-based, recruitment agencies can input their timesheet details via a mobile phone, tablet or laptop and contractors also have a simple way to access their timesheets, which are stored in one place.
Operations Director Lizzie Williams said: “Evertime has allowed us to provide a highly accurate and professional payroll service for our recruitment agency clients. The portal is incredibly helpful – it’s a central place for them to enter their timesheet information. The reporting in Evertime means we can ask our clients to double-check the payroll so that their contractors receive the correct pay every week.”
“A number of our existing clients now use Evertime and it has helped us to win two new clients recently. A large proportion of our client base is healthcare recruiters and given the pressures on this sector currently, we can already see that using Evertime has helped them to accurately payroll contractors. Evertime is a core part of our offer for new clients as well as being a brilliant benefit for our existing clients.”
With between 500 – 600 contractors working for them each week, Red Snapper Staffing needed a reliable Pay & Bill solution to allow them to pay their contractors accurately and on time.
Having previously used a manual system, they needed a reliable and scalable solution to payroll their contractor-base up to £2 million every month. They chose Evertime SaaS because they wanted a system that was easy to set up and use that would allow them to scale their contractor base without dramatically increasing their back-office costs.
“The ability to integrate our front office system to the payroll and timesheet software protects the integrity of the data, which is absolutely invaluable to us as we can manage large volumes of joiners and leavers accurately. It’s another world in terms of compliance, data integrity and efficiency.”
“The software is very easy to use and highly intuitive. When we set the system up, we were able to upload the data very easily and go live with one customer at a time as this was more manageable for us. The Evertime team were with us all the way and we have a great relationship with them. The software is constantly evolving and over the years we have spoken with them about improvements we’d like to make to the system which are then implemented very quickly.”
“For Red Snapper, we liked that Evertime was part of a wider group and could offer payroll and umbrella services, both of which we have utilised.”
“We are delighted with the investment in Evertime and it’s really helped us to manage our contractor-base quickly and effectively.”
ARRANGE A CALL BACK
London based recruiter Joss Search had been running their payroll manually for a number of years – this took a highly skilled member of their team up to half a working week to do. Having scaled during their eight years in business and with ambitious plans for further growth, director Ben Heathorn knew that something needed to change.
“Our manual methods simply took too long for us to process. Data needed entering and reconciling in multiple systems so there was potential for human error. We know that as a staffing agency, getting people’s pay right is incredibly important to them obviously, but also getting it wrong would be detrimental to us as a business.”
“With Evertime, we have not only got a back-office software product to help us run an effective payroll, but the additional support that the team provide to make sure we are fully compliant around tax and IR35 has been invaluable. We aren’t payroll experts (and nor should we be), but to be able to access support, training and mentoring from the Evertime account management team has ensured all of our systems and processes are fully compliant.”
“As a recruitment agency, we have done a lot of work to implement systems that will help us to grow and Evertime has been a fundamental part of that. We have worked with a 3rd party integration software specialist so that Talent Rover, our front-office CRM system pulls in all the client, candidate and placement data in to Evertime, so that we’re inputting the data once and using it across our systems.”
“In addition to the time saving that Evertime provides, it now allows us to calculate accurate margin figures as we are working with real-time data – using Evertime allows us to make better decisions and be more responsive.”
TIMESHEETS PER ANNUM
BILLINGS PER ANNUM
PAYMENTS PER MONTH
Primary Locums provide bank staff to GP surgeries across the North East. Before using Evertime for timesheet management, locum staff manually completed their timesheet and submitted them either by post or via email by taking a photo of the paper form.
Louise Swinburne, director of Primary Locums said:
“My team saves between 2-3 days every month because we now use Evertime to process our timesheets. By automating the process, we not only save time, but it has given the potential to grow more easily by allowing us to manage more bank staff with our current team.”
“We had used another app before, but it just didn’t work for our business and took us more time than it saved! We were recommended to use Evertime by Influence and the ability for both front and back office systems to talk to each other was brilliant – both systems were the perfect fit for us. Our systems and processes work seamlessly, and this investment means we’re able to grow our agency.”
Key benefits of Evertime for Primary Locums:
- Easy for contractors to use so timesheets are submitted quickly
- Removed the issues of human error when inputting timesheet
- Fast to set up, implement and excellent ongoing service
- Invoices to customers get paid faster without delays due to timesheets not being processed
- A robust system that can help the agency to scale as more bank staff join
- Saved 2-3 days of administration time every month
Just some of our customers
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Company Reg: 04384396
VAT Number: 795281783
Company Reg: 04384396
VAT Number: 795281783
Company Reg: 04384396
VAT Number: 795281783