Back office software built for recruitment agencies

From assignment to invoice — one connected workflow

You place contractors with clients. You manage their rates, track their time, invoice the client, and pay the contractor. Hubbado connects that entire workflow so you stop re-keying data between disconnected systems.

The spreadsheet problem

Every contractor has a different rate. Every client has different billing terms. Most agencies manage this in spreadsheets — or worse, across multiple spreadsheets that nobody trusts. When a rate changes or a new contractor starts, someone has to update every system that touches that data. It's slow, error-prone, and it doesn't scale.

Re-keying between systems

Your timesheet system doesn't talk to your invoicing system. Your invoicing system doesn't know about your pay rates. So someone sits between them, copying data from one to the other, every billing cycle. That person is expensive, and the process breaks every time a rate is wrong or a timesheet is late.

Umbrella costs and JSL exposure

If you use umbrella companies to pay your contractors, you're paying their margin on every worker. From April 2026, Joint and Several Liability means you're also carrying their compliance risk. Running your own PAYE gives you control over both costs and risk — but only if your software can handle back-calculation from charge rate to gross pay.

Pay and bill in one workflow

The core of agency operations is pay and bill: pay the contractor, bill the client, keep the margin. In most setups those are separate processes — different systems, different data entry, different timing. Hubbado runs both from a single approved timesheet. One approval triggers both the supplier invoice (what you owe the contractor) and the client invoice (what you charge). Rates, margins, and billing terms are set once on the assignment. Self-billing is supported — the contractor doesn't need to send you an invoice.

Client and supplier invoices from one timesheet

Each timesheet carries both the pay rate and the charge rate. When it's approved, both invoices generate automatically — no re-keying, no reconciliation. Update a rate on the assignment and every future timesheet and invoice reflects it. Your margin is visible at every stage, not just at month-end.

Corrections without the headache

When something's wrong — a shift entered incorrectly, a rate agreed after the fact, time charged to the wrong company — you fix the timesheet and the invoices sort themselves out. Credit notes and replacement invoices generate automatically with clean, readable amounts. No manual document creation, no confusing partial figures to explain to your clients.

Key features for recruitment agencies

Agency Payroll

Back-calculate from charge rate to gross pay. Run your own PAYE and eliminate umbrella company margins.

Timesheets

Rate-aware timesheets that show costs and charges in real time. Contractors submit, managers approve, invoices generate.

Timesheet Import

Stop re-entering timesheets from client portals. Hubbado imports data from Beeline, Fieldglass, Coupa, and any other client system — no API required.

Invoicing

Automatic supplier and client invoices from approved timesheets. Uploads to Xero automatically.

Contracts & Assignments

Manage assignments with complex rate structures, notice periods, and compliance requirements across multiple clients.

JSL Risk Elimination

Move contractors onto your own PAYE and remove umbrella company exposure before April 2026.

Bullhorn Integration

Pull placements from Bullhorn into Hubbado as draft assignments. No double-entry of contractor and client data.

See how it all fits together

See how assignments, timesheets, and invoicing connect into one workflow.

Built inside a consultancy and recruitment agency

Hubbado was built in 2014 inside a consultancy and recruitment agency, and has been managing hundreds of contractors across thousands of contracts for over a decade. The features exist because we needed them ourselves.

Try the pay and bill workflow Create your first assignment — a contractor placed with a client — and run through the full cycle: timesheet, invoice, payment. Start with 2 free active assignments, no credit card required.