The Recruitment Back-Office That Actually Gets You Paid
Wiggli Back-Office is for agency owners whose placements turn into paperwork instead of cash. Collect what you’ve already earned without spreadsheets, bottlenecks, or a coordinator holding the whole process together.
Most platforms stop at the placement. Your back-office doesn't. Wiggli closes the gap between the deal you closed and the cash that hits your account automatically.
No missed follow-ups. No late invoices. No messy handovers between tools.
* Built by recruiters tired of leaving money on the table.
Manual steps from placement/timesheet to invoice
Contract signed, Confirmed Starter or Approved hours in. Invoice out. Automatically.
Of placements tracked from contract to collection
Perm, contractor, and fixed-term…nothing falls through
Hours spent on month-end reconciliation
Wiggli syncs updates to ATS and CRM instantly
Browser tab. Not twelve. Weird, right?
Contracts, timesheets, invoices, ATS + CRM
You didn't get into recruitment to manage spreadsheets.
You got into this because you're good with people. You can read a room. You can match a person to a role in a way no algorithm can. That's your craft.
So nobody warned you that running a successful agency would mean spending half your week on the parts that have nothing to do with people.
Monday morning. The timesheet that didn't come in.
A contractor finished their week. You don't know if they worked four days or five. The client's waiting on the invoice. You're waiting on the contractor. The contractor's waiting on a reminder. Someone has to send it. That someone is usually you.
Wednesday afternoon. The invoice that has to be built.
Hours times rate. Times margin. Times VAT. Cross-checked against the contract. Pasted into a template. Saved as a PDF. Emailed to accounts payable. Logged in the spreadsheet so you remember it went out.
Twenty minutes per invoice. Thirty invoices a month. That's a full day, gone, for one person on your team. Every month. Forever.
Friday evening. The placement that fell off the radar.
A contractor's mission ended two weeks ago. Nobody flagged it. Nobody called the client about the extension. The contractor took a role with another agency on Monday. You just lost a margin you'd been earning for eight months.
It wasn't anyone's fault. It was nobody's job.
Month-end. The reconciliation nobody wants to do.
Your ATS says you made nine placements. Your billing spreadsheet says seven. Accounts says five invoices were paid. Somewhere in the gap between those three numbers is the real picture of how your agency actually performed. Somebody has to find it. Usually at 9pm on the last Friday of the month.
This is a product problem that opening another browser tab can’t solve…
Because this is a connection problem. Your ATS doesn't talk to your billing. Your billing doesn't talk to your contracts. Your contracts don't talk to your timesheets. So a human becomes the connection. Usually a coordinator. Sometimes you.
And every hour that human spends being the glue between systems is an hour they're not spending on the next placement, the next client conversation, the next fee.
Every minute you babysit disconnected software costs you money. Wiggli is the one-tab Recruitment OS that replaces your patchwork of apps, product add-ons and integrations with a Zapier-free backend where everything talks automatically. You stop managing the stack and start billing like an agency twice your size.
Every placement type. Every lifecycle stage. One platform.
This is what it looks like when your back-office actually works.
Keep every permanent placement on track
Once a client agrees to your terms, Wiggli helps you manage the rest of the placement journey.
Offer letters, candidate acceptance, placement confirmation, guarantee periods, replacement clauses, and fee invoicing, all in one place.
Your team always knows what needs to happen next.
Make contractor billing so much easier
Consultants submit their timesheets in Wiggli.
- Clients approve them in their portal.
- Invoices are created from the approved hours and rates.
That means less chasing, fewer mistakes, and no need to rebuild the same billing details by hand every month.
Invoices that practically write themselves
Timesheet submitted.
Client approves it.
Invoice is ready in your accounting system.
Wiggli takes care of the steps in between, so your team can spend less time checking spreadsheets and more time supporting clients and candidates.
Keep your numbers up to date without the cleanup
When a placement is confirmed, Wiggli updates the right records and keeps your revenue information aligned.
Your team gets a clearer view of what has been placed, what needs to be invoiced, and what revenue is coming in, without waiting for a month-end cleanup.
Never miss the next important date
Wiggli keeps an eye on the moments that are easy to forget:
- Contractor end dates
- Mission extension opportunities
- Guarantee period deadlines
- Replacement clause dates
- Pending invoices
- Client approvals
So nothing quietly slips through the cracks.
“A new role doesn't sit in a spreadsheet anymore.”
Questions you'd ask if we were on a 20-minute call.
If something you want to know isn't here, ask us directly. (There's a button at the bottom of this page.)
Good place to start.
Wiggli's Contract Back-Office is the part of the workspace that takes a confirmed placement and runs it through every revenue-generating step until the invoice is paid. It handles contracts and e-signatures, contractor onboarding, timesheets, automated invoicing, multi-currency billing, aged receivables follow-up, and real-time margin reporting. It covers permanent placements, freelance and contractor missions, and fixed-term contracts inside one workspace. It lives in the same workspace as Wiggli's applicant tracking and CRM, so the front-office and back-office share one record of truth.
One workspace. Both halves of the agency. Same record.
This is the question that wakes finance leads up at 3am. Here's the answer.
Wiggli reduces DSO (days sales outstanding) by closing every step that historically delayed invoicing. Approved contractor timesheets generate invoices automatically the same day, not at month-end. Permanent placement fee invoices are raised the moment the candidate's start date is confirmed in the ATS, not weeks later when finance catches up. Late-payment reminders trigger automatically at Day 30, Day 45, and Day 60 of an outstanding invoice. The result is a measurable shift in cash collection cycle without adding back-office headcount.
(For context, the average U.S. agency waits 56 days to get paid on a placement. Every day Wiggli shaves off that number is cash flow you didn't have yesterday.)
We'll be biased here. But we'll be honest about why.
The best back-office software for a recruitment agency is the one built specifically for how agencies run, not the one built for in-house corporate hiring or for accounting teams. That means it has to handle perm placements, contract missions, and fixed-term work in one workspace. It has to automate timesheet-to-invoice without a finance person rekeying numbers. It has to follow up on late invoices on a schedule the agency controls. Wiggli is built for that exact job, by recruiters at Gentis who ran an agency for years before they built this. Other strong options in the U.S. market include Bullhorn Middle Office for enterprise staffing firms, Vincere Pay & Bill for agencies primarily focused on contract billing, and Avionté or TempWorks for high-volume temp staffing verticals.
We are not going to pretend the others don't exist. We are going to make the case that we built this one with recruiters, not for them from a distance.
Different agencies, different fit. Here's the real comparison.
Bullhorn Middle Office is built for enterprise staffing firms with 15+ recruiters and a 60 to 90 day implementation cycle. It splits ATS, Back Office, Onboarding, and Time & Expense into separate purchasable modules, which adds licensing complexity and integration overhead. Wiggli's Contract Back-Office is one AI-native feature inside one workspace, set up in under 30 minutes, with no separate license or implementation contract. Wiggli is built for agencies running roughly 20 to 500 placements per month across both perm and contract desks. Bullhorn fits agencies above that band who need deep enterprise customization. (If you are a 4-person executive search shop, you want Wiggli. If you are a 200-recruiter staffing firm with a dedicated systems integrator, you should evaluate both.)
Sources: Bullhorn product page, US Tech Automations 2026 staffing software review.
Honest answer below.
Vincere Pay & Bill is strong on draft invoice automation from approved timesheets, and it is a credible choice for agencies whose revenue is primarily contract and temp. Wiggli covers the same timesheet-to-invoice automation and adds the full permanent placement lifecycle, including terms and conditions, fee invoicing on confirmed start date, and guarantee period tracking. Wiggli also keeps the ATS and CRM updated in real time the moment a placement is confirmed, so the front-office sees the same number as the back-office without a sync delay. Vincere stops at the invoice. Wiggli closes the loop into commercial reporting.
Source: Vincere Pay & Bill product page.
Yes. And also yes to the weird ones.
Wiggli supports any standard payment term, Net 15, Net 30, Net 45, Net 60, or custom milestone-based terms for executive search and retained placements. Terms are set at the client level inside the CRM and applied automatically to every invoice raised against that client. There is no manual selection per invoice and no risk of mismatched terms across multiple placements with the same client. If a client renegotiates terms mid-year, you change the setting once and every future invoice respects the new agreement.
(If your enterprise clients are stretching to Net 90, we'll show you on a call how to model the cash flow impact before you sign.)
Yes, and this is the question that wins us the deal half the time.
Clients approve contractor timesheets directly inside the Wiggli Client Portal, which is included with every account at no extra cost. They receive a notification, click through, review the hours, and approve in one screen. Clients do not need to create a Wiggli account, do not need to log into the recruiter's main workspace, and do not see other agency data. The approval is captured, time-stamped, and attached to the invoice automatically.
(Translation: your client's procurement team stops being the bottleneck.)
Yes, friend. This is table stakes for any agency working with MSP or VMS programs, and we treat it that way.
When a single client has multiple active placements, Wiggli combines them into one consolidated, branded invoice on the schedule the client expects, weekly, biweekly, or monthly. Each placement is itemized line by line, but the client receives one document and one payment instruction. The branding, the invoice format, and the line-item structure can all be customized per client, which matters when one of your enterprise accounts has a fixed billing template they will not deviate from.
This one gets confused a lot. Here is the clean version.
A VMS (Vendor Management System) is used by the client side to manage multiple staffing vendors competing for the same requisitions. An FMS (Freelancer Management System) is used by the client side to manage individual freelancers and contractors directly, without a staffing agency in the middle. A recruitment back-office sits on the agency side and handles the full post-placement lifecycle: contracts, timesheets, billing, aged receivables, and revenue reporting, for both permanent and contract placements. Wiggli's Contract Back-Office is the agency-side system. It integrates with client-side VMS and FMS tools when an enterprise client requires submission through one.
(If a client asks you to "submit through their VMS," that is them, not you. What we build is what runs your side of the deal.)
We sync. We don't replace.
Wiggli generates the invoice from the confirmed placement and approved timesheets. QuickBooks, Xero, and similar accounting tools receive that invoice automatically through Wiggli's accounting sync, so your finance team's books and your recruiters' commercial reporting stay aligned without re-keying anything. Wiggli does not replace your accounting software. It removes the manual handoff between placement and accounting, which is where most of the errors and delays live.
(Your accountant gets to keep doing what your accountant is good at. Wiggli stops being the reason their inbox is full of "can you re-send the timesheet" emails.)
The boring question that costs agencies real money. Worth answering carefully.
When a contractor mission approaches its end date, Wiggli flags it inside the workspace before the contract expires. The recruiter triggers an extension from the original placement record, which auto-generates a new contract, a new pay/bill period, and updated end-date references for the client, the contractor, and the invoicing schedule. Nothing is rekeyed. There is no risk of the contractor working unpaid or unbilled hours because the original contract lapsed. Renewals are handled with the same workflow and the same audit trail.
(The agencies who lose money on contractor renewals are the ones still tracking end dates in a spreadsheet. We are gently making that spreadsheet unnecessary.)
Quick definition, then the practical bit.
A guarantee period in recruitment is the window after a placement during which the agency must replace the candidate, or refund the placement fee, if the candidate leaves or is terminated. In the U.S. market, 44.9% of agencies offer a 90-day guarantee, with 30 and 60-day guarantees also common. Wiggli tracks the guarantee period from the candidate's confirmed start date, automatically. The system flags an internal alert at Day 87 of a 90-day guarantee so the recruiter can confirm the candidate is still in seat before the window closes. If a guarantee triggers a refund or replacement, the original invoice and any clawback are linked to the original placement record, so commercial reporting stays accurate.
(A missed guarantee window is sometimes a full fee back. We watch the clock so you don't have to.)
Sooner than most tools assume.
A permanent placement lifecycle starts the moment the candidate is marked as placed in Wiggli's ATS, not when finance manually opens a billing record at month-end. From that moment, Wiggli generates the placement record, the fee invoice schedule, the guarantee period clock, and the commercial reporting entry. The recruiter does not initiate a separate back-office process. The handoff is automatic.
Three actors, one flow.
The contractor logs hours through the Wiggli mobile or web interface. The client receives an approval notification and approves with one click inside the Wiggli Client Portal, without creating an account. Once approved, Wiggli applies the pay rate and bill rate from the placement record, calculates the margin, and stages the invoice. If a timesheet is rejected or queried, the contractor receives an automatic notification with the reason, and the loop closes inside the same workspace. The recruiter only needs to step in when a human decision is required, not for routine approvals.
Yes to both.
Wiggli is GDPR compliant by design. All candidate, contractor, and client data is hosted on EU-based servers, which matters for U.S. agencies placing into European clients or hiring contractors in the EU. The data residency setup also clears the procurement and InfoSec review hurdles that enterprise clients require before signing with a new vendor.
(Translation: your enterprise client's security questionnaire goes faster.)
Under 10 minutes for the workspace itself. Two weeks for the full agency migration if you have legacy data.
Creating a Wiggli account and configuring the Contract Back-Office for a new placement takes under 10 minutes. Importing existing placements, contractor records, and active contracts from a legacy back-office system typically takes 14-28 days, and Wiggli's onboarding team handles the migration with the agency's finance lead. Most agencies are running their first new placement through Wiggli inside the first 48 hours of signup, even if the legacy data migration is still in progress.
Yes. It was non-negotiable on day one.
Wiggli supports multi-currency invoicing natively. If your agency bills a U.S. client in USD and pays a contractor based in Spain in EUR, Wiggli handles both sides of the transaction with the right currency on the right document and the right exchange-rate handling for your accounting sync. Multi-entity agencies, those running separate legal entities in two or more countries, can also keep their books separated cleanly inside one Wiggli account.
It’s included in the price per seat (user). Simple.
Note: Only add 8 questions, the others should be added to a dedicated Wiki style page on the site.
A back office that keeps up with your recruitment team.
Wiggli connects the steps after a placement is made: the contracts, approvals, timesheets, invoices, reminders, and reporting so your team can work with fewer gaps and less admin.
