From the timesheet to gross profit.

01 · Branding

Branding for each brand you run, in the portal and on the invoice.

A firm can run more than one brand, and each brand can have a portal of its own. People sign in to that brand. The colors, the title, the logo, and the words stay with them the whole time they are in. The invoice goes out with that same branding, so the client is looking at the brand they know.

• The portal. Each brand has its own login. The screen uses that brand’s colors, title, and words. After someone signs in, its logo and help text are in the bar.
• The invoice. Invoices go out with that brand’s logo, layout, and words.
• The experience. Once someone is in a brand’s portal, that is the experience they have. Labels and help text can use that brand’s own terms.
• Printed timesheets. A printed timesheet can carry a logo of its own, separate from the one on the invoice.

02 · Time & expense

Time and expenses, captured the way you already collect them.

Hours reach you from everywhere. A worker taps them into a phone at the end of a shift, a client’s VMS sends over a report, a supervisor hands in a paper card. Middle Office brings every one of them onto the same timesheet, with the purchase order and the billable expenses attached, so by the time it is submitted it already carries everything pay and the invoice will need.

• Punches or totals. Each placement decides how time is entered. One client wants in and out punches, another wants a total for the day, and the worker sees the form that fits their job.
• What the invoice needs. Cost centers, work orders, and purchase orders travel with the hours from the first entry, so billing has them the moment it needs them.
• Who approves it. The client approves the billable lines, and an internal expense can go to someone on your team. One timesheet, signed by each person who owns a part of it.
• Expenses and breaks. Require a receipt by expense type, or above an amount you choose. With break rules on, a missed meal or rest period creates its penalty on pay and on bill automatically.
• After submit. Submitted time locks, so the hours hold steady all the way through pay and bill.
• Pay codes. The pay code names you set on the placement carry through to the pay file and the invoice.
• Geofencing. When the work happens on site, draw a fence around it. Punches inside the fence go through, and every check is recorded with the time.

03 · Approvals

Approvals go to the person who should sign the line.

An approver opens a list of everything waiting for them. The clean timesheets clear together in one pass, and the line that looks off opens with a click. When a timesheet goes back, the note travels with it, so the worker knows exactly what to fix and the corrected time comes right back.

• Who sees what. Client approvers see the billable lines. Internal lines go to the right person on your team.
• Automatic approval. Placements you trust can approve the moment they are submitted, and an import can arrive already approved. Either way the approval is stored, and a person signs every line that needs one.
• Pay and bill. In some states the worker is paid once the time is submitted, ahead of client approval. If those hours change later, the next pay file accounts for what was already paid and sends the adjustment.
• Leave. Time-off requests have a list of their own, so a leave approver sees exactly the requests waiting for them.

04 · Conversion

Conversion lets pay and bill differ on the same hours.

This is where hours turn into money. Thirteen hours might pay as regular, overtime, and double time while the client is billed on a different split at a different multiplier. You set those rules once, and every time a timesheet is submitted, approved, or sent back, Middle Office runs them and lays the pay and the bill side by side.

• Pay one way, bill another. Pay time and a half and bill 1.3. The same hours land on the right answer for each side.
• Markup and margin. Set markup or margin once, for the whole system, a customer, or a placement, and it applies to every timesheet that follows.
• More than one placement. When you are the employer of record, hours across placements count as one worker. Twenty hours here and 25 there add up to 45, and with regular rate of pay on, the premium uses the blended rate.
• Breaks and guarantees. A missed break, a waived break, or a 40-hour guarantee on a 36-hour week is a rule you set once. The guarantee hours land on their own pay code.
• When hours change. When a timesheet comes back, the next run sends only the difference. An administrator can ask AI what changed, whether it was the rate, the pay code, or the hours.
• Before it goes live. Order your rules, update thresholds when the law changes, and test a ruleset against a timesheet you already ran before it reaches a live payroll.

Bring the conversion rule that lives in your spreadsheet today, and we will walk through it with you. Request a demo →

05 · Pay

Gross pay, in the format your payroll provider already takes.

Gross pay is ready for review as soon as conversion runs. You look it over by worker and by line, then send it in the format your payroll provider already accepts. W-2 workers go to payroll. 1099 and corp-to-corp workers can go to payroll or to accounts payable, in the format that side expects.

• What you review. The batch shows the lines, the purchase orders, and the status before the file leaves, with anything that needs attention at the top. If pay would go negative, you can hold the file.
• How the file is grouped. Workers under one corporation can roll into a single payment, and every line carries an ID that ties payroll cost back to it.
• Overpayment. A recovery plan collects an overpayment across later pay runs. Each later check applies to the plan, and it counts as paid when that batch is finalized.
• Pay stubs. Imported stubs stay with the worker, along with the pay date and the period each check covered.

06 · Bill

Invoices in the format your client will pay.

Every client has their own idea of what an invoice should look like, and the invoice that matches it is the one that gets paid. Middle Office builds it in two layers. First you decide what belongs together, whether that is one invoice per placement, one per purchase order, or whatever that client asks for. Then, inside each invoice, you set the exact detail and branding they expect to see.

• What groups together. One invoice per placement, per purchase order, per worker, per customer, or the rule that particular client asked for.
• The detail inside. Choose the lines, the labels, and the presentation, so their accounts payable team sees a page they already know how to process.
• When it goes out. An invoice for one placement goes out the moment that time is approved. An invoice that covers every placement goes out once the last timesheet is in, complete on the first send.
• What they receive. A PDF, or an Excel workbook shaped for their system. Supporting documentation can travel with the PDF when the client wants it attached.
• Who it reaches. Billing contacts live on the placement or the work location, and a placement can have several, so each invoice lands with the person who approves it.
• Purchase orders. See what is left on a purchase order before you invoice. Lines that would go past its dollars, hours, or dates wait for review, so every invoice that goes out fits the PO.
• Credits and rebills. A credit stays tied to the invoice it replaces, along with the reason, so the full history is one click away.

07 · Pay / Bill

Pay and bill together, so you can see what the placement made.

Once pay and bill exist, you can see what every placement made. Pay, bill, and margin sit on one screen, by customer or by placement, for any period you pick. Every number opens down to the export and the invoice behind it, so you walk into the meeting with the answer and the proof.

• The line. Each line shows hours, pay, bill, and margin. Margin here is the bill minus the converted pay.
• The trail. Open any line to reach the export batch and the invoice that produced it.
• The books. The same exports can write the WIP, accounts receivable, and revenue journals your accountants use to keep the books.

08 · Commissions

Commissions for the people who closed the deal.

Once you can see gross profit, you can pay commissions from it. A recruiter, a salesperson, and an account manager can share a placement, and each of them opens My Commissions to see what has been calculated, what has been earned, and what has been paid. Everyone watches the same numbers build through the period. We confirm commissions are turned on for your firm during the demo.

• What counts. You choose which placements qualify. Gross profit for a commission is the bill minus the pay, minus an estimated burden, paid at a flat percent or across a set of tiers.
• Who is paid. Assign people to a placement, and split the credit when several of them share it.
• The ledger. Amounts calculate while a batch is open and become earned when the export is finalized. View calculated, earned, and paid by person, placement, and pay code.
• Paying them. Finalize the commissions export, and the earned rows are paid.

09 · Leave

Leave requests stay on the timesheet with the rest of the time.

A worker picks the days they want off and sends the request. Once an approver says yes, those hours land on the timesheet under a leave pay code, where they are paid and billed right alongside the rest of the time.

• The request. The worker chooses the leave type and the days, and a half day is simply a shorter day. Ask for a reason, or leave that out if your firm prefers.
• Approval. A leave approver says yes or no. Workers can cancel a pending request or resubmit one that was declined, and you can see pending, approved, rejected, and cancelled as they happen.
• Balances. Middle Office shows the balance your HR or payroll system keeps, so workers can see what they have, and a request can go through either way.

10 · Direct hire

Direct hire fees, billed on their own.

A direct hire is a fee for placing someone, and it gets a path of its own. The hire is reviewed, the revenue is recognized, and the invoice goes out on its own export, cleanly apart from your contract hours.

• The fee. Charge a flat amount, or a percent of the package.
• The path. Review the hire, recognize the revenue, and invoice it on its own export.
• Corrections. Credit the hire, or credit and rebill it, and the correction stays on the same record with its full history.

11 · Revenue

Revenue recognition, in the journals your accountants already expect.

Whether you pay first or invoice first, your books stay in step. The exports you configure write the WIP, accounts receivable, and revenue entries onto the accounts in your chart, so your accountants receive journals that are ready for their ledger.

• Pay, then bill. The pay export puts the bill amount into WIP and credits revenue. The invoice then moves that WIP to accounts receivable. If you invoice first, the invoice debits accounts receivable and credits revenue, so revenue is written exactly once.
• Recognize on the invoice. If you recognize revenue when the invoice is created, that is the moment it hits.
• Corrections. A credit reverses accounts receivable and revenue. A rebill writes them again. When you paid before you billed, a true-up closes leftover WIP to the amount that was actually invoiced.
• Account numbers. You set the account numbers on the export, so the journal lands where your chart of accounts expects it.

12 · Reporting

Reports that show the number, and the lines behind it.

Someone in the meeting asks which customer made the most margin this month, or what a placement paid against what it billed. A report answers with the number and every line behind it. Build it once, save it, and it is ready again next period.

• What you can add. Pick the subject, the columns, and the filters. Placement coding, external IDs, and the pay and bill on a line are all columns you can bring in. The shape stays the same whether the amount is still in conversion or already on an export.
• Running it again. Save the report and run it the next period. Download Excel or CSV. Each person sees the rows their access allows.
• A query set up for your firm. A SQL report can be set up for your firm, and we confirm it is turned on when we demo it. That report downloads as Excel.

13 · Imports

Imports that start from the file you already have.

Send Middle Office the file you already receive, a VMS report, a spreadsheet, or the hours from a paper timecard. It maps the rows into placements and time. Firms buy Workato or Power Automate to move that file in and send pay and the invoice on. Those tools are built into Middle Office, so the handoff lives here with pay and bill. Ready rows go straight through. The few that need something wait in review for a person to finish.

• What happens to the rows. Ready rows process on their own. A row that needs something waits in review until someone fills it in, and you can see the batch, the map, and what is waiting.
• Getting the data. A workflow can pull from another system on a schedule, or when that system calls. The import is where the file becomes placements and time.
• The integration platform. Middle Office can run any import, any export, and the combination of the two. Hours come in, and gross pay and the invoice can go out from the same process. Many ATS, CRM, payroll, and ERP handoffs are already built for staffing. When you need a new one, we build it here, and if the other system has an API, we can call it.

Imports and workflows are how Middle Office talks to the systems you already run. See APIs, workflows, and webhooks →

14 · Workflows

Workflows that send gross pay and the invoice when the work is ready.

When the work is ready, gross pay and the invoice go out in the format each system already accepts. Schedules, triggers, and calls to the next system are built into Middle Office, the same job a firm runs in Workato or Power Automate. Hours can come in and pay and the invoice can go out as one process. A workflow can run on a schedule, react when something changes here, or answer a call from another system, and the handoff happens the moment the work is done.

• What it sends. Calls go out in JSON or XML. The file your provider or client receives is the export itself, a spreadsheet or an invoice in PDF, Word, or HTML, filtered to the rows you choose.
• Pay and bill. Pay and bill can travel on separate files, so pay can include submitted time while the invoice waits for approval.
• When it runs. Start it on a schedule, when a record changes, when another system calls, when an export finishes, or when a document is generated. The log shows what ran and what failed.
• Webhooks. Webhooks send the event when it happens, over HTTP, or they can place a finalized file or an approved timesheet on SFTP, Azure Blob, or S3. If a delivery fails, you retry it from the log.
• Import and export together. The same platform runs any import, any export, and the steps between them. An import can land placements and time, and the workflow can send gross pay and the invoice on from there. Many ATS, CRM, payroll, and ERP handoffs are already built. When you need a new one, we build it here, and if there is an API, we can call it.

Imports and workflows are how NMO connects to the systems you already run. See APIs, workflows, and webhooks →

15 · NMO Sync

NMO Sync keeps a copy of the records you can report from.

Some questions are best answered in a warehouse. NMO Sync keeps a SQL copy of the records you choose, current as rows change, and that copy can land in Fabric. Your data team reports from the copy while time, pay, bill, and invoices keep running in Middle Office.

• What copies. Placements, timesheet lines, invoices, purchase orders, pay checks, and pay and bill rates. You turn on the records you want to ask questions of.
• Where it lands. The copy is SQL and can land in Fabric. Changes are made in Middle Office and flow into the copy.

When the warehouse is the bigger conversation, our data team builds it in your account. See Najaxa Data →