CONTRACTORS MANAGEMENT TOOL
For staffing companies, IT agencies, marketing agencies, HR agencies and professional services providers.
Vatli reads each contractor’s agreement, the client’s order, the accepted hours and the invoices, checks that they agree and shows the margin. A coordinator fixes every gap before it costs money; the expert only reviews the exceptions.
A staffing firm earns its margin between the contractor’s agreement and the client’s order. They live in different places, so nobody checks that they agree. These are the gaps Vatli finds, each with the document that proves it.
| The leak | How it happens | What Vatli does |
|---|---|---|
| 01 A rate changed on one sideRate gap | The client signs a new rate in an order; your system keeps billing the old one. | Shows the difference per hour and per month, with both documents. |
| 02 A contract lapsedTerm risk | The contractor’s agreement ends while the client’s order runs on. | Lists it before the end date and drafts the annex to the order’s term. |
| 03 Hours never invoicedUnbilled revenue | The client accepted hours in its own timesheet tool; they never reach an invoice. | Matches accepted hours with invoices and shows the amount to bill. |
| 04 Paperwork left unsignedMissing signature | The client signs the order weeks late, or not at all. | Turns each one into a task for the account manager, one click for many. |
| 05 A contractor invoice that differsPayout check | An invoice at a rate, or for hours, that the agreement does not cover. | Checks it against the agreement and flags the amount. |
| 06 A payment to an unlisted accountVAT whitelist | The contractor’s bank account is not on Poland’s VAT whitelist. | Checks the register live before the first payment and keeps the request ID. |
Type in one placement the way it sits in your files today, or test a preset scenario below. The check runs in your browser; nothing you type is sent anywhere.
Run the check to see what Vatli would flag.
In Vatli the same checks run for every contractor at once, from the documents themselves, with the next step drafted: an annex, a reminder or a request for a new order.
Check your own contractors in a trialVatli works next to the tools your team already uses: your ATS, your accounting system and Google Drive.
Start with a few contractors and one client, set up with your team.
Each module checks one kind of paperwork from start to finish, on the same document reader and the same rule: a number Vatli cannot trace to a document stays empty.
Every contractor’s agreement checked against the client’s order, the accepted hours and the invoices, with the margin and the fix drafted.
Each invoice checked beside its original, and every box of the Momsdeklaration draft opens the invoices behind it.
Ledger exports compared with a declaration box by box, with every difference explained and a full Excel trail.
Screens from the Contractors module, recorded on fictional data. Click any screen to inspect full-size.
Every firm that resells the time of contractors or freelancers carries the same three-party paperwork. Vatli was built with IT staffing first; the same checks fit these teams.
Hundreds of engineers placed with clients: agreement and client order matched, hours from the client’s timesheet, margin per role and seniority.
See IT staffing 02 · MARKETING AGENCIESDesigners, copywriters and specialists resold on retainers and projects: freelancer rates against client fees, hours against the retainer.
See marketing agencies 03 · HEADHUNTING AND HR AGENCIESFrom signed offer to first invoice: both signatures, onboarding steps, the VAT whitelist and renewals that never slip.
See headhunting and HR 04 · PROFESSIONAL SERVICESConsultants and engineers subcontracted to client projects: rates, periods and accepted hours that agree with what you bill.
See professional servicesThree founders in Poland. Daniel and Mateusz have known each other since kindergarten; Daniel and Karol have worked together since 2019.
Builds the whole product. Six years of enterprise systems for healthcare, Big Four consulting and payments clients, and reviews of KSeF e-invoicing integrations.
Writes Vatli’s VAT and accounting rules and checks every result before it reaches a customer.
Leads the conversations with staffing firms and turns what they tell us into the product.
No security certification yet. Ask us for the full processing terms before your trial.
The essentials, before you take a closer look.
For every contractor, Vatli puts the contractor’s agreement next to the client’s order, the hours the client accepted and the invoices on both sides. It shows where they disagree — a different rate, a contract that ended while the order runs, accepted hours never invoiced, a missing signature — and drafts the next step: an annex, a reminder to the account manager or a request for a new order. It also shows the margin by client, role and seniority.
From where your team already keeps them. Today you add a Google Drive folder per contractor as a folder or ZIP, plus timesheet exports from your clients; a direct Google Drive connection is next. PDFs and scans are read on Vatli’s own server with local OCR.
No external AI service receives your documents, and they are not used to train models. The checks are rules: every number comes from a document, and a value Vatli cannot trace stays empty and visible.
Live in the private pilot: contract matching, hours, invoices and margin, Drive folders and scans, onboarding with the Polish VAT whitelist check, annex drafts and a full data export. Next: a direct Google Drive connection, e-signature through Autenti (simulated in the demo) and connectors for accounting systems.
No. Vatli reads the documents you already have and works next to your ATS and accounting system, not instead of them. Everything it finds can be exported, so nothing is locked in.
Contractor platforms such as Deel pay and manage a company’s own contractors, with no end client in between. Staffing back offices such as Bullhorn turn timesheets into payroll and invoices from the rates typed into them. A vendor management system such as SAP Fieldglass belongs to your client. Vatli sits between them: for each placement it reads the signed agreement and the client’s order and checks that they, the hours and the invoices agree.
Per active contractor per month. A trial’s scope and terms are agreed with your team before any real documents are uploaded. There is no subscription and no automatic charge.
Start with a few contractors and one client.
We set up the trial with your team.