In Part I of our blog series, we focused on the top five criteria for your staffing software when it comes to the best applicant tracking system. In Part II, we’re going to dive into the top questions to think about when you’re evaluating what your staffing agency needs from a back office software system and how it integrates into the rest of your operations and staffing software tools.
1. What is the information flow between the front office software system and back office software system?
How does front office information flow into the back office software? Is there a separate integration necessary to connect the two systems? In order to fully streamline your staffing agency’s operations, the flow between front and back office system should be seamless and hassle-free. Finding complementary systems that are easily integrated or, better yet, a system that offers both front and back office functions is your best bet for a streamlined back office process.
2. How does the back office software system allow you to manage payroll, billing, and invoicing processes and does it match your staffing company’s needs?
First, how does the back office system allow you to process payroll calculations and state, federal, and local taxes? Is there an easy way to set up, process, and manage garnishments within the system? Most importantly, do these processes work for your internal team to manage as well as provide the ability to scale for company growth? When it comes to back office processes, it’s also important to consider the support staff for the software. If there is an issue that needs immediate support, does your back office software provider have an expert team of support staff that will help you fix issues fast?
3. Are there additional back office services available beyond the back office software system, such as tax administration services and compliance management?
Back office functionality shouldn’t stop at payroll and billing processes. Does the system offer additional benefits or services that you should consider when selecting a back office system? Are there knowledgeable experts that can deliver tax services or serve as experts for compliance management when it comes to onboarding, employee records, and ACA set-up? Additional value-add services can be a game changer when it comes to selecting your back office software.
4. Is the time capture and time card management system accessible, intuitive, and easy for clients and employees to use?
Not all time keeping systems are created equally. Real-time data for clients is the expectation in the industry and if your back office system doesn’t have this feature then you must weigh the other benefits of the back office software even more carefully. Will the time keeping options meet and exceed your client’s expectations? Does the software provider have several time keeping options and formats (e.g. online timecards, timeclocks, etc.) to meet the varying demands of your clients? Is real-time data accessible to your payroll staff? Chances are that your competitor’s system offers these attributes, so make sure you stay ahead of your competition.
5. Does it make sense to outsource back office functions or keep that service in-house? Would this software provider allow me to outsource this service if it makes sense for my business?
Back office operations are crucial to your overall business, but is your time and company resources better spent on building your business, getting new clients, and filling orders? Especially if you’re looking to grow fast, your back office team might be challenged to scale at the same pace as your business. You should consider whether it might be a good fit for your staffing company to outsource back office services to ensure constant coverage that isn’t impacted by staff changes and an experienced team that will be able to scale according to your business’s needs.
A staffing agency’s back office software system is vital for the growth of the organization. Back office functions can require a lot of company resources and your back office software must provide staffing agency’s the ability to streamline their back office processes so that staffing professionals can get back to recruiting, filling orders, and building the business.