Track hours,
know your margin instantly

How Staffing Billing Works in VendorDesk

For every placed consultant, VendorDesk tracks two rates: what you bill the client and what you pay the vendor. The difference — your margin — is calculated automatically on every timesheet entry, giving you real-time visibility into your gross profit.

These rates are set when you create the placement record and carry through to every timesheet week automatically — you never need to re-enter them.

Step 1 — Set Up the Placement Record

When a candidate is moved to the Selected ✓ stage, VendorDesk prompts you to create a Placement. Fill in:

• Start Date and expected end date
• Client Bill Rate (hourly or monthly)
• Vendor Pay Rate (or your internal cost if direct hire)
• PO / Reference Number from the client (optional)

Step 2 — Log Weekly Timesheets

Navigate to Timesheets in the left sidebar. Each active placement shows a weekly grid. Enter hours worked each day — VendorDesk instantly shows the client billing amount, vendor cost, and your net margin for that week.

Step 3 — Approve & Generate Invoices

Once a timesheet week is approved, you can generate invoices with one click. VendorDesk produces two documents automatically:

Both invoices pull your branding, address, GSTIN, and invoice numbering from the Settings → Invoice Template page that your Superadmin configures.

Margin Reports & Analytics

Head to Analytics → Revenue to see your month-over-month margin trends, top-performing clients by gross profit, and per-consultant profitability. These reports give you the numbers you need to decide which clients and roles to prioritise.

All revenue data rolls up to the Superadmin's Revenue dashboard as well, giving your leadership complete visibility across every placement in the company.