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CRM system for staff outsourcing

A platform for tracking orders, employees, working hours and financial settlements

About the project

A CRM system for a staff outsourcing company that brings together management of orders, employees, time tracking and financial processes. The system became the main working tool for managers, foremen and accounting, replacing scattered services and manual processes.

Tech stack

ReactPythonCRMFinancial accountingRBACBank statements

Task

Automate the full cycle of operations: order management, staff records, calculation of hours worked, accruals and invoicing. Special attention went to the accuracy of financial calculations, which depend on working time data and the terms of contracts with clients.

Constraints

The company’s data was spread across several independent tools, which led to discrepancies and delays in closing financial periods. Different contract models had to be supported, including individual rates and settlement terms.

Solution

We designed a single CRM with a modular architecture and role-based permissions. We implemented: order management, a database of legal entities with stored contracts and rates, a time tracking module, an accounting block for invoices and closing documents, and financial operations with bank statement upload and automatic payment allocation.

Challenges and how we solved them

We implemented a strict domain model in which time tracking is the source of truth for all financial calculations. Accruals are recalculated automatically when related entities change. The role model restricts user actions, reducing the risk of incorrect changes to critical data.

Further development

After rollout we added modules for order analytics, staff workload reporting and tools for forecasting resource demand based on historical data.

Result

We centralized all of the company’s operational and financial activity. Calculation errors decreased, invoices and closing documents are produced faster, and monitoring staff workload became easier.