Staffing Agency Payroll
Staffing agency payroll that runs on your pay rules.
We build the AI layer between your scheduling system and payroll: every timesheet row validated against your pay rules, the broken ones flagged for a person, and a clean upload file dropped every run — W-2 and 1099, every facility, one run.
Built with the leading AI platforms
NVIDIA
Anthropic
The broken Friday
Every pay period starts with a broken file.
From payroll leads we have sat with: a clinical-staffing company running biweekly payroll for W-2 and 1099 clinicians across dozens of client facilities — where the scheduling system’s timesheet export can’t be used as-is, and a person does by hand what AI should be doing before every run.
The timesheet export arrives broken
Missing payroll IDs, facilities the file can’t map, admin-time rows with no facility code, junk rows that aren’t pay at all. Timesheet reconciliation means a person reads every line before payroll can start.
The same clinician is two pay types
W-2 this period, 1099 the next — and the locum who converted mid-year shows up in both worlds at once. The file doesn’t know that; your payroll person has to.
Every facility pays differently
Call rate versus regular rate, site-specific rules for dozens of client facilities — and the rule that decides which applies lives in someone’s head, or in an email thread.
New providers every pay period
Clinicians appear in the export with no payroll ID, so nothing matches them. The ID is the constant that ties a timesheet row to a person — and it should have seeded itself.
The run waits on one person
The biweekly run can’t start until the one person who knows the rules finishes hand-fixing the file. Vacation, sick day, resignation — the payroll calendar doesn’t care.
What manual costs
Contractor payroll services you run by hand cost the same weekend, every two weeks.
What the manual way looks like at a staffing company paying W-2 and 1099 contractors across dozens of client sites. Your numbers will differ — tracing one pay cycle with AI in the loop puts figures on yours before anything gets built.
From an anonymized engagement — a clinical-staffing company paying W-2 and 1099 clinicians across dozens of hospital sites
How it works
Your pay rules become the payroll run.
No new payroll system to migrate to. The rules your best payroll person applies to every file become the system — AI agents run them on every timesheet, and people handle only the flagged rows.
- 01
Trace one pay cycle
We follow one biweekly file from scheduling-system export to payroll upload — which rows break, which rules your payroll person applies, where the rates actually live.
- 02
Encode the pay rules
Facility rates, call versus regular pay, W-2 and 1099 handling, locum conversions, admin-time rows, payroll-ID matching — documented with your team and encoded as rules you own.
- 03
AI runs the file; people judge the exceptions
Every timesheet is validated against your rules; the broken rows land with a person, the reason attached, and the clean upload file drops for payroll. It parallel-runs against your old way until you trust it.
Staffing agency payroll software gives you a calculator. We encode your pay rules.
Off-the-shelf staffing agency payroll software is genuinely good at what it is built for: gross-to-net math, tax filings, direct deposit. What it cannot hold is yours — the facility-specific rates, the locum who converted to 1099 mid-year, the admin-time rows that aren’t pay, the export rows that are junk by inspection.
We build AI agents that sit between your scheduling system and the payroll system you already run — validating every row against your encoded rules, flagging exceptions for a person, producing the upload file. In your cloud, on your rules, and you own the IP. We advise, build, and run it with you — not a license and a training video.
Led by Peter Enestrom.
Questions
Asked by staffing-agency payroll and ops leads.
The straight answers, before you book anything.
What’s holding your business back?
A workflow ready for automation. An AI product you want to build. A problem that has sat on the roadmap for years. Let’s talk about what it would take to solve it.
Talk to Zaigo