This template is part of the timesheet correction approvals guide. Address it to the payroll operations head, who will forward it to the CEO (in an owner-run firm, usually the owner).
Template: copy and complete
Fill each line in a sentence or less. Where nobody inside the firm can answer, write "unknown".
Referral brief: timesheet correction approval records
- Firm profile: staffing segment, country, internal full-time staff at peak (contractors excluded), people on assignment stated on a separate line
- Task: when and why approved timesheets get corrected at this firm
- Records: worker submissions and client approvals, revised timesheets, credit and debit memos, payroll adjustment entries, reason codes, correction notes
- Systems: client portals or vendor management programs (a count, not names), front office, payroll platform, accounting
- History: years of payroll in the current platform; years with consistent reason codes
- Volume: corrections per year, from an existing payroll report, as the firm's figure
- Records contact: payroll operations head (name)
- Authorized contact: CEO or owner-CEO (name)
- Known limits: client program terms, employee notices, acquired branches
- Open question: what the firm could not yet answer
What each field is for
Firm profile tells SourceX whether the firm can qualify at all. Keep office headcount and the people the firm puts on client sites on separate lines; the fractional CFO guide for staffing agencies explains why the two are reported apart.
Task and records describe the decision trail in a sentence each. Some client portals do not allow an already billed sheet to be edited at all; SAP's support note for Fieldglass describes a revision plus a memo route instead. If the firm kept those settlement documents, each tied to the sheet it changed, the brief should say so in one line, because it means late fixes are dated and traceable.
SAPHistory sets expectations. Covered employers keep payroll records for at least three years and time cards for two under the federal rules in the Department of Labor's Fact Sheet #21, so most firms hold at least that much. Longer history exists where the firm chose to keep it; ask, do not assume.
Volume must come from the firm. A count of tagged adjustment entries is enough. Nobody opens a timesheet to produce it.
Records contact and authorized contact are usually two people. The who can say yes decision tree helps you tell them apart.
Completed example (Illustrative)
A fictional firm and invented figures, shown to model the level of detail. Not a real firm or introduction.
| Field | Entry |
|---|---|
| Firm profile | Light-industrial and logistics staffing, United States; about 140 internal full-time staff at peak; assignment headcount on its own line |
| Task | Correcting approved timesheets when a shift crosses the client's billing cutoff and the firm's payroll week |
| Records | VMS submissions and approvals; revised timesheets with credit and debit memos; payroll adjustment entries with reason codes; matching invoices |
| Systems | Three large client vendor management programs; front-office system; payroll platform; accounting |
| History | About seven years of payroll in the current platform; reason codes used consistently for the last four |
| Volume | The firm's count of adjustment entries tagged as timesheet corrections, taken from a payroll report |
| Records contact | Payroll operations head |
| Authorized contact | Owner-CEO, with the CFO preparing the case |
| Known limits | One client program restricts reuse of its portal data; counsel to review; employee notices to be checked by HR |
| Open question | Whether corrections settled before the memo process began can be matched to the timesheets they changed |
The example states the volume as a method rather than a number because the firm has not yet run the report. That is acceptable. A brief with an honest "to be confirmed" is more useful than a guessed figure.
What never goes in the brief
- Names, employee IDs, pay rates or hours of anyone on assignment
- Client names or program identifiers
- Screenshots, exports, sample timesheets or memos
- Any estimate of what the firm might be paid
- A deadline that does not come from a contract or project plan
The client opportunity brief generator lays out similar fields for other workflows. Owners thinking about a sale may also find the guide to selling a staffing company and the page for staffing firm owners useful context. The system map shows which identifiers to ask about under Records and Systems.
Eligibility and what the brief leaves open
The introduced firm needs 50+ full-time employees at peak (contractors excluded), a documented operating history, rights to license the records, and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English.
Partners sign the Channel Partner Agreement before submitting introductions. The first valid introduction within the 90-day window is credited when the company submits a verified application; one partner is credited per company and duplicates are reviewed. The brief cannot settle client program rights, worker de-identification, buyer interest or any offer; SourceX works through those with the firm after the introduction.
Next step
Refer a company. Earn up to $100,000. Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.
When the payroll operations head has confirmed every line and the authorized contact has agreed to a call, register as a partner, check the firm against who qualifies, and read the program terms before you submit the brief.