Bullhorn > Case Studies > IT, Engineering and Marketing Staffing Firm Automates Invoices and Time Tracking to Reduce Consultant Support Calls by 75%

IT, Engineering and Marketing Staffing Firm Automates Invoices and Time Tracking to Reduce Consultant Support Calls by 75%

Applicable Industries

Buildings

Applicable Functions

Human Resources
Sales & Marketing

Use Cases

Time Sensitive Networking

Services

System Integration
Training

About The Customer

Spencer Gray is a staffing firm with a focus on IT, Engineering, and Marketing. They operate on a permanent, temporary, and contract basis, providing staffing solutions to a diverse range of clients. With locations in Atlanta, Houston, San Diego, and San Francisco, they have a broad geographical reach. Their commitment to providing high-quality staffing solutions is evident in their willingness to innovate and adopt new technologies to improve their operations and better serve their clients. Their website is spencergray.com.

The Challenge

Spencer Gray, a staffing firm specializing in IT, Engineering, and Marketing, was facing significant challenges with their existing ADP time collection system. The system was inflexible and operated on a 'one size fits all' approach, which was not suitable for the diverse needs of their clients. Some of their clients required an e-Sign compliant timesheet attached to each invoice, a feature not supported by their current system. Additionally, data was being manually keyed throughout the process, leading to inefficiencies and potential errors. On average, Spencer Gray spent 4 hours a week on hold with ADP support, which was a significant drain on their resources and time.

The Solution

Spencer Gray implemented Bullhorn Back Office to address their challenges. Bullhorn Back Office auto-generates invoices with attached timesheets, meeting the needs of their clients who require e-Sign compliant timesheets. The system also integrates with Bullhorn and QuickBooks, allowing data to flow without the need for manual double entry. This significantly reduced the potential for data entry errors and improved efficiency. Bullhorn Back Office also provides an industry-leading training and implementation program, along with world-class customer support. This meant that Spencer Gray could have their questions answered quickly, eliminating the need to spend hours on hold with support.

Operational Impact

The implementation of Bullhorn Back Office brought about significant operational improvements for Spencer Gray. The automation of invoices and time tracking reduced the need for manual data entry, improving efficiency and reducing the potential for errors. The system's flexibility and ability to generate e-Sign compliant timesheets met the diverse needs of their clients. The reduction in support calls and the quick resolution of queries meant that staff could focus on core business activities rather than administrative tasks. Additionally, the elimination of the 'match & attach' process associated with client billing streamlined their operations further.

Quantitative Benefit

Late timesheets decreased by 50% within two weeks of implementing Bullhorn Back Office.
Time entry related support calls decreased by 75%.
Data entry errors decreased, saving 5-10 hours weekly.