How BillGap verifies staffing billing
BillGap compares approved time against downstream billing. It only labels a finding Verified when the required validation gates pass, with source records you can inspect and reproduce.
Run a Free Revenue ScanCurrent validation release: map your CSV exports for an evidence-based comparison or explore the fictional reference sample. Real-report certification is pending genuine-report review. Presets and mappings alone do not establish Verified findings; each finding must pass the financial evidence checks.
Different systems. One comparison workflow.
Staffing agencies often use multiple systems: a VMS for approved time, an ATS/back-office platform for assignments, billing software for invoices, and spreadsheets for exports. BillGap is designed to reconcile across these sources using their CSV reports.
- Recognized presets accelerate setup
- Presets suggest documented columns for specific reports, including Fieldglass Approved Time Sheet and Avionté Transaction Detail Info. They are mapping shortcuts, not the product boundary or proof of certification.
- Generic CSV supports other workflows
- Choose Other / Generic CSV independently for either source. Map the source columns, inspect the five-row preview, and confirm worker, client and assignment relationships using the same workflow.
- Verified still requires deterministic validation
- Only certified report schemas that satisfy all required identity, period, status, unit, currency, adjustment and coverage gates can produce Verified findings. Every finding must be reproducible from source records.
- Unknown or ambiguous formats fail closed
- Records with missing or ambiguous evidence remain in Requires Review and outside Verified totals. If BillGap cannot safely interpret a report, it is Unsupported. Mapping an export does not guarantee compatibility or certify its financial meaning.
Vendor names describe representative workflows. They do not imply endorsement, partnership or certification of every vendor report.
Seven checks from export to evidence
You confirm how the records relate. BillGap applies deterministic rules before showing a Verified finding.
Choose your systems
Select the source of approved time and the downstream billing system. Report support depends on the specific export and version, not just the vendor name.
Select the approved-time and billing reports
Use authorized CSV exports from your systems for corresponding clients and completed service periods. Client groups are compared separately. Required fields, stable identifiers, dates, statuses and report structure must be understood before reconciliation, whether you use a preset or generic mapping.
Process files locally in the browser
Selected CSVs are read on your device. BillGap checks the report structure and flags missing or ambiguous fields. Successful parsing alone does not certify a report. Raw staffing and billing files are not uploaded.
Confirm mappings
Review recognized fields and representative interpreted rows sampled across each file: worker, client, assignment, work period, hour type, quantities, invoice and rate where available. Correct suggestions when needed. A confirmed column mapping cannot make an unsupported report eligible for Verified results.
Confirm worker/client/assignment relationships
Review how identities correspond across the two systems. Suggestions need confirmation; unresolved or conflicting relationships stay in Requires Review. Separate assignments remain separate so one placement cannot offset another.
Apply reconciliation and verification gates
For supported reports, BillGap checks the actual service interval, hour type, final statuses, currency, hourly units, comparable rate basis, adjustments, duplicates, revisions and source coverage. Financial arithmetic is exact, with explicit rounding. A coverage checkbox cannot replace missing source evidence.
Review Verified / Requires Review / Unsupported results
Verified findings include the checks passed and their source rows. Requires Review explains what remains unresolved and stays outside Verified totals. Unsupported means the report cannot safely enter financial reconciliation. Review the evidence before taking any billing action.
The same assignment. Two OT hours different.
A short illustration of the comparison, not a customer result or savings benchmark.
Approved export, rows 2–3
Billing export, rows 2–3
Present in approved time, absent from the corresponding billing quantity.
| Source row | Hour type | Approved hours | Billed hours |
|---|---|---|---|
| Approved 2 / Billing 2 | REG | 40 | 40 |
| Approved 3 / Billing 3 | OT | 6 | 4 |
The difference is a candidate, not an automatic Verified result. If the schemas, identity, assignment, period, final status, units, currency, comparable rate basis and source coverage all validate, and no adjustment, duplicate or revision ambiguity remains, the finding can be labeled Verified. Any dollar impact also requires the supported rate evidence and exact calculation. These four quantities alone do not establish that money is owed.
Why BillGap refuses to guess
If BillGap cannot establish the comparison, BillGap does not call it Verified.
- Ambiguous identities Requires Review
- A similar name is not enough to prove the same worker, client or assignment.
- Incomplete exports Requires Review
- A missing billing line is not proof of underbilling when the export may be incomplete.
- Unsupported schemas Unsupported
- If BillGap cannot safely interpret the report contract, financial reconciliation stops.
- Draft or pending billing Not Verified
- Unfinished billing cannot support a Verified historical discrepancy.
- Credits, rebills or adjustments Requires Review
- A changed amount needs its full adjustment chain understood before a financial conclusion.
- Incompatible currencies, units or periods Requires Review
- Different economic or service bases are not directly comparable. If they fall outside the report contract, the report is Unsupported.
What Verified means
Verified is deterministic and evidence-backed. It is not an AI confidence score. The same source files and confirmed interpretation must produce the same Verified results.
Every Verified finding should be reproducible from its specific source records. Open its evidence to inspect the identifiers, period, quantities, rates where applicable, invoice references, validation reasons and calculation.
Verified applies to the finding within the supported validation contract. It does not certify the entire uploaded report or guarantee that every possible discrepancy was found.
What BillGap does not do
- Does not automatically change invoices
- Does not contact customers
- Does not modify payroll
- Does not determine legal collectability
- Does not replace accounting or legal review
Your files stay on your device
Raw staffing/billing files are not uploaded. Contact details submitted through the lead form are handled separately from scan files.
Read more about SecuritySee the workflow for yourself
Start with the fictional sample, or inspect your report’s structure locally.
Run a Free Revenue Scan