The Best Hubstaff Reports for Staffing and Recruiting Agencies

Staffing and recruiting agencies need accurate reports and metrics to demonstrate their hard work to clients, but let’s be honest: Who among us actually enjoys manually creating reports?

That’s where we come in. Our goal is to simplify this cumbersome and un-fun process for your team.

Reporting provides crucial insights for the talent industry: Managing a recruiting or staffing agency with the correct data and insights is straightforward. From budgeting to time tracking, reports are how you prove to clients or leadership that you’re fulfilling expectations.

Savvy businesses know they need help: Nearly 60% of staffing industry professionals believe technology provides a competitive advantage for their business. Finding a tool tailored to create reports for your industry is crucial. 

What can Hubstaff reports do? We offer numerous reporting options that give you an in-depth look at your team. You’ll be able to see how your team spends their time, how productive they are, and how salaries, software subscriptions, and expenses affect your budget.

Hubstaff for staffing and recruiting teams

Hubstaff is a workforce management tool custom-built to help talent acquisition teams of all shapes and sizes. Let’s quickly cover what Hubstaff offers staffing and recruiting professionals: 

• For staffing agencies: Use Hubstaff to accurately record recruiting time and create custom invoices for contingency searches or RPO clients. Hubstaff can also help you oversee your internal staffing team or outsourced staff you manage for clients.
• For recruiting agencies: With Hubstaff, you can focus on succession, retention, and requisition using time tracking, employee scheduling, and automated payroll. You can also integrate with the payroll, project management, and CRM tools you use for seamless data migration. 

Hubstaff enables workforce management for talent teams focusing on transparency and employee happiness. Here’s a quick rundown of what staffing and recruiting teams love about Hubstaff. 

Key Hubstaff features for staffing and recruiting

• Workforce management and time tracking
• Productivity insights 
• Payments and payroll 
• Invoicing and expense tracking
• Budgeting 
• 30+ integrations

“I used to see Hubstaff as a way to build transparency and trust between employees and their teams, but over time I’ve really come to see it as more. On top of that, we use Hubstaff to measure results so we can continuously improve as individuals and as an organization.”

David Judge, Co-founder, Affordable Staff

Hubstaff reporting overview

One of the most important things we can help your team with is pulling this crucial data into easily digestible and deliverable reports for clients or internal management teams. 

We can’t give you recruitment metrics, and we aren’t an ATS software, but we can help provide insight into how your team works so you can improve your productivity. With Zapier, we can also integrate with those tools to keep all your necessary data in one place. 

Managers can access data on the time entire teams and individual team members work, how much time is spent on a project, and how profitable each project is. Then, you can view, schedule, and export reports as a QuickBooks file, CSV, or PDF. 

The best Hubstaff reports for staffing agencies

Let’s look at the reports Hubstaff offers that can optimize workflows for staffing and recruiting teams. 

Time and activity reporting 

With time and activity reporting, you can create reports from Hubstaff data to get crucial information about your team’s productivity and time. With these insights, managers can see what remote or hybrid team members are working on without micromanaging.

This report also lets you access detailed information about the total time tracked, activity percentages, project spend, and billable amounts by any user for a project or task. 

How to use time and activity reporting 

Staffing and recruiting teams need to track time to specific clients and projects accurately. Hubstaff is optimized to make this process simple. Team members can track time directly to a task. This way, managers can pull reports with detailed time and activity tracking for work done for each client. 

Productivity monitoring can help managers know when their talent acquisition team is working and what they’re working on. With productivity metrics and insights, managers can reduce check-ins and improve transparency. Recruiters can then hit their time-to-fill targets or DEI goals with less chance of burnout.

Budget reporting

Don’t let your budget limitations sneak up on you. You can use Hubstaff to pull budgeting reports and get automatic notifications when you near the limit for a project or client.

There are two budget reports you can pull in Hubstaff to get critical budgeting information for projects and clients. 

• Project budgets report: Displays the budgets set for each project, the time spent on each project, and the remaining time available. This helps you keep on top of your expenses.
• Client budgets report: Displays the budgets set for all tasks associated with a client, the time spent on each project, and the remaining time available on each client’s budget.

How to use budget and limits reporting

Budgeting is simple when you can pull reports that show you the time and money you spent on a per-project basis. 

With project budgets, managers will be alerted when they are nearing budget limits — ensuring you never go over budget without knowing ahead of time you’re nearing your limit. 

You can use these budget reports to manage your team’s schedule and time or send it to clients to update them on your progress. 

Invoice reporting

Invoice reporting is crucial for teams who send client invoices for completed work, hours, or tasks.

These two invoice reports will be essential for recruiting and staffing teams:

• Client invoices: Displays all invoices sent to clients. 
• Team invoices: Displays all invoices sent by team members. 

How to use invoice reporting 

Billing and invoicing clients with this information from Hubstaff can remove ambiguity and ensure you’re paid for your work. Hubstaff invoicing is easy to use and directly tied to time tracking data to eliminate errors and improve accuracy.

Using Hubstaff invoicing reports, you can see which invoices have been sent out to clients and which invoices you have received from contractors or team members. The invoice report will also tell you if your invoices are paid or unpaid, how old the invoice is, and the amount due. 

You can then customize Hubstaff invoices to include your organization address, logo, tax ID, tax rate, payment terms, net terms, notes, and even your PayPal email. You can also set up automatic and recurring invoicing to take the admin work off of your hands. 

Payment reporting

Hubstaff supports payment reporting to help staffing and recruiting teams ensure their employees are paid for their work in full.

The payments report will allow you to see how much you have paid your employees over a given period, all in a single report. 

How to use payment reporting 

Staffing agencies need the ability to pay employees and contractors based on accurate time tracking data. Hubstaff simplifies that process. 

To send payments tied to your Hubstaff time data, you can connect Hubstaff with your favorite payment application for automated payroll. You can also pay team members locally or internationally with our payroll integration.

Then, use the payment reporting to help your payroll team ensure payments are sent and confirm the amount paid out. You can choose date ranges, projects, and members. The report will then display the amount paid to each person and the total paid to everyone based on your selected options. Employees can also use payment reports to view how much they’ve earned.

Expense report 

Keeping track of business expenses can be complicated if you don’t have a system to manage your expense reports. Expense tracking can help your staffing and recruiting team bill clients or get a handle on their internal work-related expenses like travel, meals, and miscellaneous costs.

These reports can also be filtered based on billable and non-billable items. You can export them as PDFs and CSVs or automate the process entirely with recurring email sends. Let’s take a look.

How to use expense reporting 

Under the Financials tab, you’ll find a dashboard for Expenses. Here you can manage all of your billable and non-billable expenses, export reports, or email expenses out to your team. 

Reports can be filtered by projects, members, categories, and billing types. You can also schedule recurring expense reports. Adjust date ranges, set a frequency, and start automating email sends right from the Hubstaff app.

“Hubstaff makes the remote experience superior. Especially in this modern day and age, you must provide infrastructure, so your remote/hybrid team can do these things without bothering them or tracking stuff on a spreadsheet. It’s in the background. It works automatically.”

Jeremy Aspen, CFO, Anequim

Hubstaff workforce management for recruiting and staffing

With Hubstaff reporting, managers get data that helps them make confident decisions and grow their business without the guesswork. 

Learning to automate and collect the right information about your business can revolutionize your workflow and help our team achieve their best day of work every day.