Executive Summary
To streamline time and expense management across multiple Vendor Management Systems (VMS), a leading staffing company partnered with Gantec to build a centralized integration engine. Manual data entry, inconsistent formats, and lack of visibility created delays in billing, audit inefficiencies, and revenue loss due to inaccurate hours and write-offs.
Gantec developed a scalable VMS Time & Expense Sync Engine that automated the extraction, normalization, and flow of timesheet and billing data into a centralized database. This clean, structured data was then integrated into the client’s internal systems, including eRecruit, while providing configurable business logic and audit tracking to manage discrepancies.
The solution resulted in significantly improved billing accuracy, faster auditing cycles, and over 80% reduction in quarterly write-offs, positioning the organization for operational efficiency and scalable growth. Through automation and smart integration, Gantec enabled a more reliable and transparent financial workflow across the staffing lifecycle.
Business Challenge
As the staffing company expanded, managing time and expense reports across multiple Vendor Management Systems (VMS) became increasingly complex and error-prone. The absence of a centralized integration led to manual data entry, duplicate records, and significant time spent reconciling discrepancies. These inefficiencies not only slowed down the billing and payroll process but also impacted audit readiness and financial accuracy.
Inaccurate or missing data often resulted in adjusted hours, delayed invoicing, and increased write-offs—directly affecting revenue recognition and client satisfaction. With no standardized process to track or report on exceptions, the company lacked visibility and control over critical timesheet and billing workflows. To keep pace with growth and maintain billing integrity, a scalable, automated solution was urgently needed.
Approach & Solution
Gantec implemented a centralized VMS Time & Expense Sync Engine to automate and standardize the ingestion, normalization, and integration of timesheet and billing data from multiple VMS platforms. The goal was to eliminate manual entry, improve billing accuracy, and enhance audit efficiency across the staffing organization.
Methodology:
We began by analyzing report formats across all supported VMS platforms for timesheet and expense and identifying inconsistencies in formatting, frequency, and accessibility. Based on the analysis identified the attributes that are commonly used across all the systems and created a common data model. A flexible, cloud-based architecture was designed to allow for smooth ingestion, transformation, and centralized monitoring.
Integration Process:
Using scheduled API-based extracts, the system retrieves full timesheet and billing data in JSON format from each VMS. The raw data is then normalized and loaded into a structured database. From there, the engine pushes clean data into the client’s internal systems—for downstream processes like payroll and invoicing.
Customizations & Design Considerations:
Data Normalization: Customized mapping logic to unify inconsistent formats from different VMS sources.
Business Configuration Layer: Built-in controls allow business users to configure rules for data processing and exception handling without code changes.
Audit Tracking: Every transaction is logged and traceable, enabling quicker reconciliation and reduced audit overhead.Discrepancy Management: Manual workarounds for data mismatches are tracked and reported to improve visibility.
Scalable Architecture: Designed to onboard additional VMS platforms with minimal configuration as the business grows.
Impact & Outcomes
Business Impact:
40%+ reduction in quarterly write-offs due to improved billing data accuracy and discrepancy tracking.
2x faster processing of timesheet and billing data, reducing operational delays.
60% decrease in manual data entry workload, freeing up staff for higher-value tasks.
90% improvement in audit traceability, enabled by complete data logging and exception reporting.
Outcomes:
Improved revenue realization by reducing errors in billed hours and minimizing adjusted invoices.
Enhanced decision-making through real-time access to normalized and reliable time & expense data.
Stronger audit compliance with automated discrepancy logging and traceable workflows.
Higher operational efficiency, as streamlined data pipelines reduced bottlenecks in payroll and invoicing.
Scalable foundation for growth, allowing easy onboarding of new VMS platforms and business units.
Key Takeaways
- Centralized VMS data integration eliminated manual dual entry and streamlined billing operations
- Achieved 80%+ reduction in write-offs, improving revenue accuracy and financial performance
- Built scalable, reusable data pipelines across multiple VMS platforms
- Enabled real-time audit tracking and exception management for compliance and transparency
- Enhanced processing speed and reduced manual workload by 60%, increasing operational efficiency
- Positioned the organization for scalable growth and seamless integration of future VMS platforms
Conclusion
The VMS Time & Expense Integration project successfully transformed a fragmented, manual process into a centralized, automated system that significantly improved billing accuracy, audit readiness, and operational efficiency. By unifying data from multiple VMS platforms into a structured, scalable architecture, Gantec enabled the client to reduce write-offs, accelerate processing times, and gain real-time visibility into critical financial workflows.
Gantec’s deep domain expertise and tailored approach ensured the solution aligned with the client’s growth strategy—creating a future-ready foundation for continued expansion and process optimization. With reliable, consistent data now flowing across systems, the organization is well-positioned to scale confidently and make smarter, faster business decisions.
Category
Data Engineering, Automation
Client
Global Staffing Company
Company Size
14,000+
Industry
Staffing Industry
Stack
Azure, Databricks, SQL Server, Tableau, PySpark, fieldglass, Beeline, IQN, Wand, Vndly and more...
Let’s Create Your Success Story Together!
Talk to Us About Your Next Big Idea
Have a bold vision or a complex challenge? We’re here to help you turn your next big idea into a
scalable, data-driven solution—powered by AI, automation, and deep domain expertise.