Brightwell Staffing
Automated timesheet collection and client invoicing for a staffing agency placing 300+ contractors, replacing a manual weekly email-and-spreadsheet cycle.
Industry
Staffing & Professional Services
Timeline
10 weeks
Team
2 engineers
Category
Workflow Automation
Where things stood
Brightwell's back office spent two full days every week chasing contractor timesheets over email and manually building client invoices from whatever came back, which meant invoices routinely went out late.
How we got there
Automated timesheet collection
Replaced the weekly email chase with automatic reminders and a simple submission flow contractors actually used on time.
Client-specific invoice generation
Built invoice generation that applies each client's specific rate rules and billing format automatically instead of a staff member rebuilding it by hand.
Approval routing
Routed submitted timesheets to the right client-side approver automatically, with automatic escalation if an approval sat too long.
What changed
2 days/week
Back-office time reclaimed from manual invoicing
300+
Contractors processed through the system
On time
Invoices now sent on schedule, up from routinely late
Tech stack
Next.js
Runs the contractor timesheet portal and internal admin view.
Node.js
Applies client-specific rate and billing rules automatically.
PostgreSQL
Tracks contractors, timesheets, approvals, and invoices.
SendGrid
Sends timesheet reminders and approval-escalation emails.
Stripe
Handles ACH invoice payments directly from approved timesheets.
TypeScript
Kept the per-client billing rules consistent as new clients were added.
