From resume to payroll without manual entry

The staffing market — both in the United States and across Latin America — operates with a structural contradiction: it moves billions of dollars in placements every year but most agencies still run their operations on a legacy ATS from the 2010s, a CRM in another tool, payroll in a third system and a shared spreadsheet for timesheets. The result is an agency spending 30-40% of its administrative time simply reconciling data between systems, transcribing timesheets by hand from WhatsApp photos, and praying no I-9 audit lands. Nexora Staffing was built to eliminate that friction.

The core differentiator — the product's 'crown jewel' — is the AI engine for timesheet processing. Any supervisor or employee can upload a handwritten photo, a PDF generated on the client site, a spreadsheet from the project bookkeeper or a .eml email with reported hours. AI applies computer vision and specialized NLP: compresses the photo for token optimization, decodes handwriting, infers dates by calculating backward from the weekend assuming Sundays by default or explicit ranges, detects per diems and daily rates, and delivers a structured array (employee name, client, exact date, hours worked) ready to feed payroll. What used to take 10-15 minutes per timesheet for an administrator now takes 30 seconds with no human intervention.

The two native integrations — QuickBooks Online and RingCentral — complete the operational loop. The QuickBooks integration is bidirectional with technical metadata control (realmId and SyncToken) that prevents accidental overwrites in accounting. It syncs customers, items, commercial invoices, payments and credit memos in both directions — the bookkeeper does not have to maintain two catalogs. The RingCentral integration enables native click-to-call (RingOut) that bridges calls between recruiter and candidate directly from screen, centralized SMS linked to the talent profile, and automatic download of call logs and recordings for QA and compliance audits.

The 7 functional modules cover the full staffing cycle: Recruitment & Selection (ATS) with centralized talent pool and self-service portal; Clients & Projects (CRM) with accounts and sites; Assignments & Logistics with DoNotPlace safety list and hotel management for traveling staff; Time & Expense Control with the AI engine and PEO Time processing; Finance & Billing with dual bill/pay rate tariffs and aged AR; Payroll & Compensation with deductions and garnishments; and Security, Audit & Config with I-9 compliance, certified payroll for public works and immutable audit logs. All under a granular role-based permission matrix (ADMIN, MANAGER, RECRUITER, ACCOUNTING).

For the US market, Nexora Staffing is directly competitive against Bullhorn, Avionté and TempWorks — with three clear advantages: the AI Timesheet Engine no one else has at this price; the native RingCentral integration those systems charge as an add-on; and a significantly lower total cost of ownership from modern multi-tenant SaaS architecture. For the LatAm market, Nexora Staffing is virtually the only option covering the full cycle with AI — most regional agencies operate with US ATS systems without Spanish + a local payroll without integration, or with local systems lacking the modern AI and compliance capabilities.

I-9 compliance and certified payroll: the detail that prevents fines

I-9 compliance (US work eligibility verification) and certified payroll (Davis-Bacon Act, prevailing wage for federal public works) are two areas where an administrative error costs real fines: $250-$2,500 per I-9 violation, and project disqualification on certified payroll. Nexora Staffing automatically monitors I-9 expirations, alerts before expiration, generates WH-347 certified payroll reports ready to submit, and maintains immutable audit logs that survive any DOL dispute. For an agency placing personnel on federal or state projects, this turns a legal risk into an operational capability.

Architecture, security and deployment model

Nexora Staffing is multi-tenant SaaS with strict per-tenantId data isolation — each agency operates in its own logical space with no possibility of crossover. Auth.js authentication with signed JWTs, automatic lockout after failed attempts, optional numeric PIN for operational roles, and server-side permission enforcement that rejects actions even if the user manipulates the frontend. Cloud deployment by default or on-premise for agencies with strict compliance (HIPAA, SOC 2 in preparation). Documented REST API to connect with client external systems.

See the differentiating wedge — the AI Timesheet Engine