# How to Manage Contracts, Timesheets, and Invoicing in ATZ CRM

> Manage day-rate contractors, contracts, generated shifts, daily timesheets, monthly approvals, invoices, and margin visibility in ATZ CRM.

Source: https://atzcrm.com/help/job-management/jobs/contracts-shifts-timesheets-invoicing/

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# How to Manage Contracts, Timesheets, and Invoicing in ATZ CRM

Manage day-rate contractors, contracts, generated shifts, daily timesheets, monthly approvals, invoices, and margin visibility in ATZ CRM.

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Quick Answer

Create a fixed or open-ended contract, let ATZ CRM generate scheduled shifts, optionally copy confirmed bookings each week, collect actual hours, request client approval, and generate invoices from approved time.

## Workflow Structure

ATZ CRM uses a layered workflow for contract staffing:

| Layer | Purpose |
| --- | --- |
| Job | Role and client context |
| Contract | Commercial agreement, rates, and duration |
| Shifts | Daily work schedule |
| Daily Timesheets | Actual hours worked |
| Monthly Timesheets | Client approval view |
| Invoice | Billing document |

## Create a Contract

A contract represents the commercial agreement with the client.

1.  Create a job.
2.  Open the job detail page.
3.  Open the **Contracts** tab.
4.  Select **Add Contract**.

Define contract details such as:

-   Name
-   Schedule
-   Pay rate
-   Bill rate
-   Currency
-   Start date and either an end date or **No end date**
-   Working days
-   Start time and end time
-   Required headcount

## Create an Open-ended Contract

Use an open-ended contract when the assignment has no confirmed finish date.

1.  Create a repeating contract schedule.
2.  For the ending option, select **No end date**.
3.  Review the working days, start and end times, break, rates, and headcount.
4.  Save the contract.

ATZ CRM creates the initial shifts for the remaining current week in the account timezone. A weekly background process then extends active open-ended contracts into the next week. Shifts are not generated for cancelled accounts.

### Copy Confirmed Bookings into New Weeks

Turn on **Copy bookings from the previous week** when the same candidates normally continue on matching weekly shifts.

For each newly generated shift, ATZ CRM checks the matching weekday and shift from the previous week and copies eligible confirmed bookings. It skips candidates who are unavailable, have a conflicting booking, are no longer assigned to the job, or would exceed required headcount.

The user who created the contract receives a notification summarizing skipped bookings.

## Generate and Review Shifts

Shifts are generated from the contract schedule. For example, a Monday-Friday 9am-6pm contract generates one shift per working day.

For shift booking and daily timesheet details, see [manage shifts and timesheets](https://atzcrm.com/help/job-management/jobs/manage-shifts-timesheets/).

## End an Open-ended Contract

Use **End Contract** when the assignment receives a confirmed finish date.

1.  Open the job’s **Contracts** tab.
2.  Find the open-ended contract and select **End Contract**.
3.  Choose a date later than the current date.
4.  Review the impact preview.
5.  Confirm **End Contract**.

The preview shows whether shifts and confirmed bookings after the selected date will be cancelled. A completed shift after the proposed date blocks the change, so choose a later date.

When confirmed, ATZ CRM:

-   Saves the selected contract end date.
-   Generates every remaining scheduled shift through that end date immediately.
-   Cancels future shifts outside the new contract range.
-   Cancels confirmed bookings attached to those out-of-range shifts.
-   Stops weekly generation for that contract.

## Book Candidates to Shifts

Open a shift and book one or more candidates. ATZ CRM helps prevent double booking and enforces headcount.

## Complete Shifts and Create Timesheets

After work is done, mark the shift completed. ATZ CRM creates draft timesheets for booked candidates.

Candidates submit actual hours from the Candidate Portal.

## Review Monthly Timesheets

Monthly timesheets summarize completed bookings for a contract.

1.  Open the **Contracts** tab in the job detail page.
2.  Select **Timesheets** for a contract.

Monthly timesheets can show:

-   Candidate
-   Period
-   Days worked
-   Bill amount
-   Status

You can filter by month, approve or reject candidate timesheets, download a timesheet summary, and download invoices for approved timesheets.

## Download Timesheet Summary and Invoice

Recruiters can download a timesheet summary PDF for proof of work.

Approved timesheets can be used to download an invoice.

## Client Approval

When ready, ATZ CRM can email one pending submitted timesheet or a selected timeframe to the appropriate job contacts. The recruiter previews the number of timesheets, jobs, and separate emails before sending.

Emails show actual submitted hours and provide **Review and approve all** for a batch. Existing approvals and rejections remain unchanged if the client later opens another batch request.

See [Email Timesheets for Client Approval](https://atzcrm.com/help/job-management/jobs/email-timesheets-for-client-approval/) for scope, date-range, recipient, and preview guidance.

## Margin Visibility

ATZ CRM can calculate:

-   Pay total
-   Bill total
-   Gross margin
-   Margin percentage

This helps recruiters understand contract profitability without separate spreadsheets.

## Common Scenarios

### Multiple Candidates on One Contract

Each candidate is tracked separately and can be billed together.

### No-Show

Mark no-show so no timesheet or billing is generated.

### Candidate Leaves Early

Candidate submits actual hours and the client approves adjusted time.

### Client Rejects a Timesheet

The status changes to rejected, the candidate can resubmit, and the audit trail remains available.

## Use Cases

### Day-Rate Contractors

Manage contractors by contract, shift, daily timesheet, and monthly billing period.

### Temp Staffing Billing

Turn approved worked time into invoices more reliably.

### Margin Management

Review pay and bill totals at contract and monthly levels.

## Troubleshooting

### Shifts Were Not Generated

Review the contract schedule, working days, start/end settings, and times. For an open-ended contract, confirm the account is active and the contract is still active.

### Timesheet Cannot Be Approved

Confirm shifts are completed and candidate hours have been submitted.

### Invoice Is Missing

Check whether the related timesheets are approved.

## Frequently Asked Questions

### Does ATZ CRM force clients into a portal?

The source article notes that client approval can happen from email without a login.

### Can monthly approval replace daily approval?

Use the timeframe email workflow to group eligible pending submitted timesheets for client review. The client can review and approve the eligible items together.

### Is the timesheet summary an invoice?

No. The summary is proof of work. The invoice is generated separately from approved time.

## Related guides

[Manage Shifts and Timesheets](https://atzcrm.com/help/job-management/jobs/manage-shifts-timesheets/) [Email Timesheets for Client Approval](https://atzcrm.com/help/job-management/jobs/email-timesheets-for-client-approval/) [Add a Job Manually](https://atzcrm.com/help/job-management/jobs/add-job-manually/) [How the Candidate Portal Works](https://atzcrm.com/help/candidate-management/candidate-portal/candidate-portal-overview/)

Need help?

## Talk to the ATZ CRM team

Use the in-app chat for product support, or book a demo if you want to see this workflow with your recruiting data.

[Request demo](https://calendly.com/armaan-atzcrm/30min) [Start free trial](https://secure.talenticx.com/sign-up?token=A7K9X2M4Q8P1Z6R3T5WY)

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