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Temp Labor Invoice Reconciliation Worksheet

Staffing agency invoices are usually paid on the agency timesheet, which may not match your own time clock. This worksheet compares the two per worker and shows the dollar value of the difference before you approve payment.

Download:

Hour difference	Over (under) billed	Invoiced amount
1.5	$29	$858
0	$0	$780
3	$61	$972
-0.5	-$11	$756
2	$39	$780

Invoiced hours

208

Time clock hours

202

Total over (under) billed

$119

Total invoiced

$4,146

Billing variance vs invoice

2.9%

Share of the invoice not supported by time clock hours.

Differences are not always errors. Check approved overtime, rounding rules, unpaid break treatment and shift start edits before disputing a charge. The bill rate here is a single rate per row; enter overtime hours on a separate row with the overtime bill rate.

Automate agency invoice matching

An optional review of matching time data with service receipts in your ERP.

Optional. The tool and every export work without this. No spam.

How to use the worksheet

Enter each worker, the week ending date and the cost center. Type the invoiced hours from the agency and the hours from your time clock, then the bill rate. The worksheet calculates the hour difference, the amount over or under billed and the invoiced amount. Totals show how much of the invoice is unsupported. Export to Excel or CSV to attach to the dispute email or the accounts payable file.

Use the same pay week for both sources
Put overtime hours on a separate row with the overtime rate
Keep a copy of the signed timesheets
Review totals by cost center before posting

Reading the variance

A small positive variance across many workers may indicate rounding or break rules that differ between systems. A large variance on a few lines is usually a keying error, a missed clock-out or unapproved hours. The variance percentage divides the over-billed amount by the total invoice, which gives a simple measure to track week by week and discuss with the agency account manager.

Control points

Good controls include supervisor approval of the weekly hours before the agency submits, a fixed cut-off for the invoice period and a clear policy on rounding. In an ERP, match the invoice to a purchase order for services and receive hours as a service receipt, so payment follows a three-way match rather than a manual approval.

Common mistakes

Companies often pay on the agency timesheet without any check, or dispute small differences that cost more time than they recover. Another mistake is ignoring under-billed hours: workers who are unpaid or underpaid can cause legal and relationship problems for you and the agency.

Frequently Asked Questions

What causes differences between invoice and time clock?

Rounding rules, missed punches, unpaid break deduction, manual timesheet edits and approved overtime added outside the clock are the usual causes. Reconcile by worker and day to find which applies.

Should I pay the undisputed part?

Often yes, and dispute the difference in writing with supporting data. Check your contract terms for dispute windows and payment conditions before withholding anything.

How do I handle overtime rates?

Enter overtime hours on a separate row with the agreed overtime bill rate. The rate is per row, so you can keep regular and overtime lines apart and still total them correctly.

Is under-billing a problem?

It can be. If workers are underpaid, you may face compliance and reputation risk, so tell the agency. Treat the over and under values symmetrically in your reviews.

If you want agency hours matched against time clock data and ERP purchase orders automatically, we can help design it.

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