Start with the agency software workflow Place the order record inside the client, worker, scheduling, time, payroll, billing, and export system.
TempGuruJob Order Management
Job order management, from client text to closed invoice.
TempGuru keeps one operating record per job order: who asked for the work, who was assigned, what changed, which time was approved, and what the invoice says.
Quick answer
Job order management software should carry one order through intake, acceptance, assignment, scheduling, changes, time approval, and billing without retyping. TempGuru opens the record when a client sends the order, keeps the agency in control of acceptance and assignment, and closes the record with approved time and an exportable invoice history.
TempGuru
01 / 08 Definition
01DefinitionTempGuru field guide
What is job order management software?
Job order management software keeps every staffing order in one record from the first client request to the final invoice. The order is the unit of work in a staffing agency, and the record should show the client, the location, the role, the headcount, the shift details, the assigned workers, every change, the approved time, and the billing result.
Most agencies run this lifecycle across a phone call, a spreadsheet, a scheduling tool, a timesheet system, and an accounting file. Each handoff between those tools is a place where a rate, a shift, or a correction can quietly diverge. A single order record removes the retyping and keeps the evidence in one place.
What to test
One order, one record, from the first client text to the final invoice line.
02IntakeTempGuru field guide
How does a job order enter the system?
A client can send the order by text, and Guru turns the conversation into a structured request the agency reviews before anything is committed. The client provides the location, date, shift, role, headcount, and order details in plain language, and the agency resolves missing information before acceptance.
Clients who prefer a portal can place and track orders in the client hub instead. Either way, intake creates a record for the agency to review. It does not create an approved commitment, and the agency decides whether to accept the order, ask for more detail, or decline it.
What to test
Send an incomplete text order and watch where the missing details get resolved.
03The recordTempGuru field guide
What does the order record hold after acceptance?
An accepted order carries the client and contact from the CRM, the role and requirements, the venue or worksite, each shift with its dates and call times, and the commercial terms the agency agreed in writing. The record stays attached to the client history, so a repeat order starts from what actually happened last time.
From acceptance forward, the useful question for a buyer is always the same: who can change this field, and what trace does the change leave? Rates, headcounts, and shift times move on real orders. The record should show each move and the person who made it.
What to test
Ask who can change a rate after acceptance and what trace the change leaves.
04AssignmentTempGuru field guide
How are workers assigned and scheduled against an order?
Scheduling and dispatch connect the accepted order to named workers with shift-level detail. Worker records come from the applicant tracking system, so qualifications, documents, and work history sit beside the assignment decision instead of in a separate tool.
Assignment stays an agency decision. The software can surface candidates and keep the schedule coherent, and human-reviewed AI can support recommendations, but the agency decides who works the order and remains responsible for qualification and assignment choices.
What to test
Qualifications and work history sit beside the assignment decision, not in another tool.
05CancellationsTempGuru field guide
What happens when a worker cancels off an order?
When a worker cancels, the backup workflow can contact available backups while the agency keeps control of the replacement decision. The order record shows the original assignment, the cancellation, who was contacted, each response, and the final schedule.
No software can promise that a qualified replacement exists for every shift. Availability depends on the market, the role, the timing, and worker response. What the system can do is make the response immediate and the history visible, so the agency and the client see the same account of what happened.
What to test
Cancel a worker an hour before call time and read the record it leaves behind.
06Time and billingTempGuru field guide
How does an order close into time and billing?
Workers record time against the order, and the client can approve timesheets by text. The agency reviews approved time before it moves on, which keeps a disputed punch from flowing silently into an invoice.
Approved time becomes the billing basis for the order, and invoice and accounting integrations carry the result into the agency's own accounting setup. The payroll handoff and the invoicing record both read from the same approved time, so the worker payment story and the client billing story cannot drift apart.
What to test
Approved time is the only basis billing and payroll are allowed to read.
07The demoTempGuru field guide
What should an agency test in a job order demo?
Bring one real order and run the exceptions, not the happy path. A useful demonstration shows an incomplete text order being resolved, a worker cancellation with no immediate acceptance, a rate correction after acceptance, and a time dispute after the shift.
Ask who can perform each correction, what the audit history shows afterward, and what exports exist when a client or an accountant questions the order months later. A polished intake screen matters less than the evidence the order leaves behind.
- An incomplete text order: where does the missing detail get resolved?
- A cancellation an hour before call time: what does the record show?
- A rate change after acceptance: who approved it, and when?
- A corrected timesheet: does the invoice basis update with a trace?
What to test
The exceptions are the product; the happy path is the brochure.
08The auditTempGuru field guide
Which records should survive an audit of one order?
Months after an event, the order record should still answer who requested the work, who accepted it, who worked it, what changed along the way, which time was approved and by whom, and what was billed. That history is what protects the agency when a client, a worker, or an auditor questions a single shift.
The current written proposal and signed agreement control configuration, limits, and scope. Confirm during the demonstration which records your configuration retains and what the export looks like, then keep that answer with your evaluation notes.
What to test
Months later, one order should still answer who, what, when, and what was billed.
FAQPlain answersTempGuru field guide
What do agencies ask about job order management?
Does Guru accept job orders automatically?
No. Guru turns a client text conversation into a structured request, and the agency reviews, resolves missing details, confirms terms, and decides whether to accept. An incomplete text never becomes an approved commitment on its own.
Can clients place orders without calling the agency?
Yes. Clients can send orders by text through Guru or place and track them in the client hub. The agency reviews every request before acceptance either way.
Does job order management work outside event staffing?
Yes. The order record supports every staffing type. Event, hospitality, light-industrial, manufacturing, construction, and mixed agencies run the same intake, assignment, time, and billing lifecycle.
Can the software promise that every order gets filled?
No. Availability depends on the market, role, timing, credentials, and worker response. The software makes outreach fast and the record complete; the agency still owns the staffing outcome.
Where is the current product pricing?
The pricing guide at /staffing/pricing publishes the current offer. The current written proposal and signed agreement control the commercial terms for a specific agency.
ContinueKeep readingNext steps
Where should a job order buyer go next?
Review the commercial terms, then follow the order record into time and billing before the demo.
Job order workflow · For staffing agencies
What should job order management software preserve from intake to invoice?
Preserve the client request, the acceptance decision, the role, headcount, and shift details, each assignment and schedule change, the cancellation and replacement history, the approved time, and the billing result on one order record. Test an incomplete order, a cancellation, and a rate correction. The agency keeps acceptance, assignment, and commercial decisions.
Compare the client, worker, order, time, payroll, and billing records your agency needs to manage. TempGuru software is available to partner and non-partner staffing agencies in the United States and Canada.
Continue the agency workflow review
Follow approved time into the payroll handoff The same approved time that closes the order becomes the basis payroll and billing both read.
Close the order into the invoice record Trace one order from approved timesheets to invoice lines, corrections, and the accounting export.
Run the order record on an event Follow a call sheet through venue, role, shift, worker-response, change, and approved-time records.
Bring one real workflow, its exceptions, and the evidence your team needs to retain.