From WhatsApp and Excel to one staffing platform

• ClientJobly Solutions
• IndustryRecruitment and staffing
• LocationCumming, Georgia, USA
• What we builtA workforce management platform

The challenge

A staffing company runs on detail. Every consultant comes with a client assignment, weekly hours, an invoice to raise and, often, a visa with an expiry date. At Jobly, that work lived in WhatsApp groups and Excel sheets.

That setup leaves no single current version of anything. Information sits in chat threads, spreadsheets get copied between people, and each team has its own picture of the same consultant. Jobly needed one place for all of it.

What we built

Five portals on one shared record, with a dedicated workspace for each role. Access is enforced on the server, so each person sees only what their job needs. Pick a portal to see its screens.

For founders and system owners

The whole agency on one screen.

Headcount, clients, revenue and every pending approval at a glance, plus the controls to run the platform: roles, settings, audit trail and legal review.

• System overviewEmployees, active clients, projects, monthly revenue and approvals waiting, with six-month revenue and hiring trends.
• Role-based accessBuilt-in roles, with every screen and API call checked against the signed-in role.
• Audit logWho created, changed, approved or deleted what, searchable and timestamped.
• Reports and analyticsEmployee, client, timesheet and financial reports, plus cash-flow, invoice and expense analytics.
• Immigration oversightReview every H-1B, PERM and OPT case the agency sponsors, with legal notes and messages in one place.
• Settings and templatesCompany holidays, email and invoice templates, system settings and support tickets.

A typical week

1. Open the overview and see what needs attention
2. Approve or reassign anything stuck in a queue
3. Review revenue and hiring trends
4. Check the audit log before month-end

For people and compliance teams

Hire, onboard and stay compliant.

A complete employee record from offer to exit: onboarding, I-9 and visa compliance, immigration cases, documents, leave and reviews.

• Guided onboardingAdd an employee once, then track paperwork, profile completion and checklists until they are ready to work.
• I-9, E-Verify and visasI-9 and E-Verify status, H-1B, OPT and other visa types, with alerts before work authorization lapses.
• Immigration casesH-1B, PERM green card and STEM OPT cases on an 11-step timeline, with receipts, RFEs, attorney and petitioner.
• Documents and expiryStore employee documents securely and get a queue of everything expiring soon.
• Leave and attendanceLeave requests with balances and accruals, attendance review and company holidays.
• Reviews and benefitsPerformance reviews, probation tracking and digital benefits enrollment forms.

A typical week

1. See who is onboarding and what is missing
2. Clear expiring visas and I-9 documents
3. Move immigration cases to the next step
4. Approve leave requests

For project and delivery managers

Every assignment, every hour, approved on time.

Place people on client projects, keep the weekly timesheet pipeline moving, and see capacity before committing to new work.

• AssignmentsWho works for which client, on what project, at what bill and pay rate, with start and end dates.
• Timesheet approvalsA clear Draft → Submitted → Manager approved flow, with rejections sent back to the employee.
• Approval velocitySee how fast timesheets move through the pipeline, week by week.
• Shifts and attendanceShift schedules and an attendance review queue.
• Capacity and availabilityCapacity reports and workforce availability before staffing the next project.
• Org chart and assetsReporting lines at a glance, and the laptops and licences assigned to each person.

A typical week

1. Open the approval queue on Monday
2. Approve, or reject with a reason
3. Reopen an approved week if it needs a fix
4. Check capacity for incoming work

For billing and accounts teams

From approved hours to cash in the bank.

Turn approved timesheets into branded invoices, follow every invoice from draft to paid, and keep cash flow, expenses and budgets in view.

• Invoices from timesheetsBuild invoices from manager-approved hours at each consultant's bill rate, with Net 30/45 terms and custom PDF templates.
• Send and get paidEmail invoices or share a secure link, with automatic payment reminders.
• PaymentsRecord full or partial payments. The pipeline shows draft, sent, viewed, partial, overdue and paid.
• Estimates and recurringSend estimates and convert them to invoices, and schedule recurring invoices for retainers.
• ExpensesReview employee expense claims with receipts, approve them and mark them paid.
• Cash flow and budgetsCash-flow, invoice and expense analytics, client budgets and tax documents.

A typical week

1. Generate invoices from last week's approved hours
2. Send them, or share a link
3. Record payments as they land
4. Chase overdue balances with reminders

For consultants and staff

Everything an employee needs, in one place.

Submit timesheets, request leave, file expenses and find documents and pay information, without emailing HR.

• Weekly timesheetsLog hours per day against the assignment, attach client proof and submit in a minute.
• Status at a glanceSee which weeks are pending, approved or sent back, and why.
• Leave and holidaysRequest time off, and see the leave balance and company holiday calendar.
• ExpensesSubmit expense claims with receipts and track them until paid.
• Documents and tax formsPersonal documents, enrollment forms and tax documents, always available.
• Announcements and reviewsCompany announcements, notifications and performance reviews.

A typical week

1. Fill in this week's hours
2. Submit before Friday
3. Request leave or file an expense
4. Read announcements and notifications

Screens are from a demo build with sample data, so they show Vikku's branding and made-up people, clients and amounts. No real Jobly employee or client data appears on this page.

How the work flows now

• From hours to invoiceConsultants log their week and attach client proof. A manager approves it or sends it back with a reason. Finance turns approved hours into an invoice, sends it with a secure link, and tracks it until it is paid.
• Immigration in one placeH-1B, PERM, STEM OPT, TN and L-1 cases sit on one 11-step timeline, from the first questionnaire to the USCIS response, with receipts, RFEs, attorney and petitioner on the same record.
• Expiring documents surface earlyVisa and document expiry dates feed a single queue for HR, so a lapse shows up as a task instead of a surprise.
• One record for every teamHR, Operations and Finance work from the same employee and client data, so details are entered once and every role sees only what it should.

Built for real use

The platform kept growing after launch. Legal review, an org chart and overdue invoice digests were all added along the way, in small updates.

In September 2026 we moved the platform onto AWS, including its production data, logins and documents.

• 5 portals, 6 rolesAdmin, HR, Operations, Finance and Employee, plus Legal review.
• 70+ screensBuilt to work on desktop and on a phone.
• 48 database tablesPeople, clients, timesheets, invoices, cases and more.

The result

Jobly replaced its Excel and WhatsApp workflows with one central app, and its teams now work from the same record.

What we built it with

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