Staffing agencies

Staffing agencies use Xtendis to create a central digital employee archive. This archive can be accessed and filled from all branches and complies to official regulations from Tax and Labour authorities.

Staffing agencies mainly use Xtendis for the following applications:

  • centralised archiving of agency staff files 
  • archiving invoices and timesheets

Agency staff files: complying with fiscal regulations

Every staffing agency has a fiscal obligation to maintain a complete and up-to-date personal file for every agency worker. This file must contain at least a copy of an identity document and a completed wage tax statement, which the agency worker submits when registering with an agency. Generally the separate offices are responsible for maintaining the files. Partly due to the fact that agency workers often register with more than one office and archiving personal files is not most employees' favourite task, the files are often incomplete and not up-to-date.

By using Xtendis for the digital archiving of the personal files, the file integrity can be monitored at the central level while file maintenance requires minimum effort on the part of the offices. And in addition, one click of the mouse shows whether an up-to-date and complete file is already available for an agency worker.

The Dutch Tax Office has approved the use of Xtendis for this application.

Invoices and timesheets: faster processing from timesheets notes to invoices

This application is generally implemented to reduce the costs involved with outstanding invoices. Deploying Xtendis for processing and archiving timesheets saves a lot of time copying, archiving and retrieving them. Also by digitally archiving the invoices as well as the timesheets, one single mouse click retrieves an invoice with its corresponding documentation, giving the accounts receivable department quick and complete insight into all the relevant documents.

The user can then also transmit the invoices and timesheets to the customer by e-mail or fax with another click of the mouse.