Back office for contract recruitment agencies
You place the talent.
We run the back office.
Onboarding paperwork, timesheets, weekly invoicing, contractor payouts, collections and QuickBooks books, done for you at a published price. You stay the employer and keep your own banking or funder.
- ✓ Published pricing
- ✓ No funding lock-in
- ✓ Month-to-month
Contractor: J. Rivera, Senior Data Engineer
Regular
40.0 h
Overtime
2.5 h
Expenses
$84
Illustration
Admin work is eating your margin
Contract desks pay contractors every week but wait 30 to 60+ days to be paid. Each small delay before an invoice goes out costs you cash.
45.1 days
Mean staffing DSO
From an SIA Pulse survey of 109 firms; the median was 30 to 39 days.
2 to 5 days
Lost before invoicing
Late timesheets, disputes and coding errors often delay the invoice itself.
1% to 5%+
Billing leakage
Rate mismatches and timesheet discrepancies, as estimated in industry research.
Sources: Staffing Industry Analysts, "Hidden days in your DSO" (May 2026) and "Revenue leakage" (Dec 2025), contributor articles.
How it works
Software handles the routine steps and a person checks the rest. You keep your clients, contractors, bank account and QuickBooks file.
-
1
Set up and onboard
We record rates, approver and contract dates once. Contractors e-sign their agreement and submit a W-9 and direct deposit form online.
-
2
Approve in one click
Contractors submit hours and expenses. Client managers approve from email without a login.
-
3
Invoice and pay
Weekly invoices go out after rate checks. On Full Back Office, we build a NACHA-format ACH file from approved timesheets and direct deposit details. You upload it to your bank and release the payments.
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4
Collect and close
Collections, AP filing and a monthly QuickBooks close, with a report on margin and aging.
Two plans, published pricing
A monthly base plus a fee for each active contractor, with no percentage of your billings and no long contract.
Core Ops
For agencies that want timesheets and invoicing off their plate.
$250 /mo base
+ $20 per active contractor / mo
- ✓Online onboarding packet: e-signed contractor agreements and client contracts
- ✓W-9 collection with TIN capture for 1099s
- ✓Direct deposit authorization forms collected and stored
- ✓1-click email timesheet approvals (no client login)
- ✓Automated weekly invoicing with rate checks
- ✓Contractor expenses and mileage capture
- ✓Automated timesheet reminders
- ✓Contract end-date and renewal tracking
- ✓Conversion-fee tracker for contract-to-hire
Full Back Office
For agencies that want payouts, collections and books handled too.
$850 /mo base
+ $45 per active contractor / mo
- ✓Everything in Core Ops, plus:
- ✓Contractor payouts by ACH from your bank account: we prepare a NACHA-format file from approved timesheets and direct deposit details, and you upload and release it at your bank
- ✓Invoice sync to your QuickBooks Online
- ✓Monthly QuickBooks bookkeeping and close
- ✓AP filing, with vendor payments prepared for you to release
- ✓Managed AR: reminders and collection calls
- ✓Client credit-risk and exposure alerts
- ✓Background screening coordinated with leading providers, at cost + $25 handling
- ✓1099 year-end preparation from the W-9s on file
Placement setup: $75 per new placement, the same on both plans.
"Active" means billed in that month. Month-to-month, 30 days' notice.
How EZContractOps compares
The usual ways contract agencies cover their back office.
| EZContractOps | Funding + back-office bundle | DIY payroll software | In-house ops hire | |
|---|---|---|---|---|
| How you pay | Flat base + per contractor | % of payroll or invoices, usually quoted | Low monthly subscription | Salary + about 31% benefits |
| Published price | Yes | Rarely | Yes | n/a |
| Who does the work | We do | Provider does | You do | Your employee |
| E-signed agreements, W-9s & direct deposit forms | ✓ (both plans) | Varies | W-9 and bank details; no client contracts | Manual |
| Timesheets & invoicing | ✓ | ✓ | Partial | ✓ |
| QuickBooks Online invoice sync | ✓ (Full Back Office only) | Varies | Varies | Manual entry |
| Collections & bookkeeping | ✓ (Full Back Office) | Collections yes, books rarely | No | Depends on hire |
| Contractor payments | NACHA file prepared; you release from your bank (Full Back Office) | Provider pays from its funds | Software debits your account | Your team keys them in |
| Provides working capital | No (bring your own bank or funder) | ✓ | No | No |
| Typical commitment | Month-to-month | Often 12 to 24 months | Month-to-month | Ongoing payroll cost |
| Scales with contractors | Per contractor | With billings | Per person | In whole hires |
General market patterns based on providers' public pages, Oct 2026. Terms vary by provider.
ROI calculator
Use your own numbers. The result can come out negative, and if it does, we're probably not a fit yet.
Plan
Timesheets, invoicing, payouts, chasing payments, bookkeeping. Track a typical week to get your real number.
Estimated net monthly savings
return on monthly spend
- Loaded admin cost per hour
- In-house admin cost / mo
- Admin cost removed
- Billing errors prevented
- fee
- Placement setup
Break-even
Contractors needed:
Admin hours per contractor/week needed:
These are estimates, not a quote. The 31.3% default is BLS's benefits share of total compensation for office and administrative support (June 2026). The other defaults are illustrative, so replace them with your own numbers.
Cool Tools
Small time-savers for your recruiting desk, included for EZContractOps agencies.
Resume Formatter
Email any resume (Word or PDF) and it comes back anonymized with your company's logo on top.
- 1
Email the resume
Send the Word or PDF file to your dedicated intake address.
- 2
We strip candidate contact details
Name, email, phone and address are removed, so clients can't contact the candidate directly.
- 3
Get back a branded, client-ready resume
Your logo goes on top, and the finished resume is emailed back to you.
More tools coming soon
We're building more small tools for contract desks.
Built to protect placement revenue
These features protect revenue on top of the time they save.
Renewal alerts
60, 30 and 15-day reminders to hiring managers before a contract ends.
Conversion-fee tracker
Flags contract-to-hire conversions and drafts the fee invoice your agreement allows.
Credit-risk alerts
Warns you when a client nears its limit or slips past 60 days.
Rate checks before send
Each invoice line is checked against the placement's agreed bill rate and overtime rules.
Pilot program
50% off your base fee for the first 90 days
For our first pilot agencies. Per-contractor and setup fees stay at the standard rate. In return, we ask for honest feedback and permission to write a short case study.
Questions
Book a 15-minute walkthrough
Tell us a little about your desk and we'll set up a time.
Your email app should open with the request filled in.
We only use these details to schedule your walkthrough.