QUBA Solutions and Recruitment Back Office Support

In today’s competitive recruitment landscape, recruitment back office support has evolved into a crucial part of delivering seamless services for both agencies and their clients. It is more than just the mundane paperwork or compliance tasks—it’s the backbone of smooth operations, freeing up recruiters to focus on talent acquisition and relationship building. 

At QUBA Solutions, we understand the complexities of the recruitment process. That’s why we offer comprehensive recruitment back office support, designed to make life easier for recruitment professionals, alongside our recruitment funding. Our aim is to reduce administrative burdens while enhancing operational efficiency – all while eliminating cash flow problems.

What Do We Mean By Recruitment Back Office Support?

Recruitment back office support encompasses a range of services that ensure the administrative side of recruitment runs smoothly. This includes comprehensive payroll management to Ltd companies, Umbrella companies or via our full PAYE bureau. This is in addition to us handling compliance, contract management, invoicing, timesheets and reporting. Without effective back office support, recruiters can quickly become bogged down in time-consuming tasks, taking their focus away from the core activity of sourcing and placing candidates. 

As well as this, the support continues with QUBA Solutions minimising your risk via our debt insurance policy. This allows you to understand your clients credit worthiness before trading with them, and protects 90% of your debt in the event a client of yours enters insolvency. 

At QUBA Solutions, we provide a full suite of recruitment back office support services, including our innovative DynamiQ platform, streamlined timesheet management, and dedicated relationship managers and credit controllers who are always on hand to ensure everything operates smoothly. All of this is included at no additional fee or platform charge when you join us for invoice factoring and recruitment funding!

Here’s how we help recruitment agencies excel:

DynamiQ – Advanced Payroll and Compliance Management

One of the standout features of QUBA’s recruitment back office support is DynamiQ, our advanced platform for payroll management. DynamiQ is an all-in-one online platform built to simplify and optimise recruitment operations. It offers full visibility and control, enabling users to manage financial data, monitor business performance, access key documents, and streamline every aspect of the recruitment workflow.

Key benefits of DynamiQ include:

Streamlined Risk Management: Monitoring your sales ledger and tracking the age of outstanding debt are essential for effective risk management. With DynamiQ, you gain a comprehensive view through an aged debt report, categorizing debts by current, 30, 60, and 90-day periods. Whether you prefer a quick overview via a pie chart or a detailed client-by-client breakdown, DynamiQ offers the insights you need. Additionally, our dedicated credit controller engages with your clients from the outset, fostering strong relationships and ensuring prompt payment follow-ups.

Setting and Tracking Credit Limits: With DynamiQ, easily request and set credit limits for clients, ensuring peace of mind before placing candidates. The dashboard’s bar chart, with a simple color system, lets you monitor limits at a glance, helping you quickly spot any that need attention as they near capacity.

Get Clear Insights into Your Business Growth: Get a quick snapshot of your business performance with the gross profit report. Easily filter by clients or consultants to see detailed invoice and cost breakdowns. Need more? Export the data to track consultant commissions over specific weeks or extended periods, providing the insights you need for smarter decision-making.

Streamlined Timesheet Management

Managing timesheets can often feel like a logistical nightmare for recruitment agencies, especially when dealing with multiple clients and contractors. At QUBA Solutions, we have simplified this process by integrating timesheet management into our back office support system.

Our timesheet management services offer:

Easy Submission and Approval: Contractors can submit their timesheets online through a user-friendly platform, and clients can approve them with just a few clicks. This helps eliminate delays and ensures accuracy in time tracking. Agencies can approve timesheets through a simple link, emailed directly to them. 

Seamless Integration with Payroll: Once timesheets are approved, we export the data directly into our payroll software and produce pre-payroll reports for the agency to review. This reduces errors, ensures the agency is happy with the data before funds are released and speeds up the entire process, saving agencies time and resources.

Brandable Timesheets: Our timesheets can be branded with your logos and colour schemes, to consolidate your branding and professional image (upgrade cost applies). These timesheets can be paper, or online on our app. Choose between a free standard version, or an upgraded brandable app, complete with your logo and colours, for brand solidarity. 

Flexibility Around Deadlines: We offer two late payruns on Fridays, to give you the time you need for all timesheets to be submitted.

Dedicated Relationship Managers

At QUBA Solutions, we believe in combining technology with a personal touch. That’s why every client has access to their own dedicated relationship manager. These relationship managers are experts in supporting recruitment agencies, who understand the unique challenges you face and are there to ensure everything runs as smoothly as possible.

Our relationship managers work closely with recruitment agencies to understand their individual needs. We’re here to be reactive when you need us, but strive to achieve proactive relationships. Our relationship managers continuously monitor your processes and provide insights into how you can improve operational efficiency and reduce administrative costs over time.

Expert Credit Controllers 

One of the major challenges recruitment agencies face is managing cash flow and ensuring timely client payments. At QUBA Solutions, we reduce this burden by offering dedicated credit controllers who prioritise your agency’s financial health. Our team ensures payments are collected on time, helping to prevent late payments and bad debt.

With our recruitment industry expertise, we understand how poor credit control can have a lasting impact on agencies. Many have turned to QUBA after leaving their previous invoice factoring companies due to ineffective credit management. That’s why we provide each agency with a dedicated credit controller for a personalised and streamlined approach: we don’t use automated emails. You can rest assured you’ll be kept up to date with progress; we operate on transparency. 

Why QUBA Solutions?

With years of experience in the recruitment industry, QUBA Solutions has developed a deep understanding of what agencies need to thrive. Our back office support is designed to be flexible, efficient, and above all, reliable. Whether you’re a start-up agency or an established company, QUBA Solutions has the tools and expertise to ensure your operations run smoothly.

By using our innovative DynamiQ system, simplified timesheet management, and experienced relationship managers and credit controllers, recruitment agencies can focus on what they do best: placing the right candidates in the right roles.

To learn more about how QUBA Solutions can transform your recruitment back office support, get in touch with our friendly team, or browse our site. 

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