The best accounts receivable (A/R) management tool for staffing businesses in 2025 is QuickBooks Online, offering seamless invoicing, automated payment reminders, and integration with major payroll and time-tracking systems.
For larger agencies, tools like Billtrust, Sage Intacct, and StaffingSoft provide enterprise-grade automation that reduces average Days Sales Outstanding (DSO) by up to 30%, according to Staffing Industry Analysts (2025).
This guide compares the top six A/R management tools staffing firms use to streamline cash flow, shorten invoice cycles, and support growth.
How We Evaluated These Tools
We assessed each A/R management tool across five measurable factors:
- Automation Capabilities – invoice creation, reminders, and reconciliation
- Integration – with payroll, CRM, and ATS systems
- Ease of Use – setup time, interface, and support
- Scalability – ability to handle multi-branch or high-volume invoicing
- Pricing Transparency – per-user or per-month clarity
All data reflects 2025 software versions and current subscription rates.
Quick-Pick Summary Guide
| Category | Best Tool | Why It Wins |
| Best Overall | QuickBooks Online | Affordable, reliable, integrates with staffing apps |
| Best for Automation | Billtrust | AI-driven collections and reconciliation |
| Best Budget Option | Zoho Books | Low-cost automation for small teams |
| Best Staffing-Specific | StaffingSoft A/R Module | Tailored for recruitment and timesheet billing |
| Best for Simplicity | FreshBooks | Easiest to set up and use |
| Best Enterprise | Sage Intacct | Advanced analytics for large, multi-office agencies |
1. QuickBooks Online (Best Overall for Small Staffing Firms)
Overview:
QuickBooks Online remains the most popular A/R solution for small to mid-sized staffing agencies. It automates invoice generation, tracks client payments, and integrates directly with time-tracking platforms like TSheets and Gusto.
Pros:
- Customizable invoices for healthcare or corporate clients
- Bank sync and one-click payment links
- Integrates with payroll and expense management
Cons:
- Limited advanced analytics in basic tiers
- May require add-ons for multi-entity agencies
According to Accounting Today (2025), QuickBooks reduces manual A/R work by 40% on average.
Pricing (2025): $30–$200/month per account
Bottom Line:
Ideal for staffing firms seeking affordable automation and easy onboarding.
2. Billtrust (Best for Automation & Enterprise Integration)
Overview:
Billtrust provides end-to-end A/R automation, including e-invoicing, collections, and payment reconciliation. Its AI algorithms predict payment behaviors and prioritize follow-up actions.
Pros:
- Reduces DSO by up to 35% (AR Tech Trends, 2025)
- Seamless ERP and CRM integrations
- Client payment portal for self-service remittance
Cons:
- Higher cost for smaller agencies
- Requires onboarding support
Pricing (2025): Custom quote; mid-market range $300–$500/month
Bottom Line:
Best for established staffing firms handling high invoice volumes and enterprise clients.
3. Zoho Books (Best Budget-Friendly Option)
Overview:
Zoho Books combines affordability with automation. It handles recurring invoices, reminders, and workflow approvals at a low cost.
Pros:
- Free plan for businesses under $50K annual revenue
- Mobile app for on-the-go billing
- Integrates with Zoho Recruit and CRM
Cons:
- Limited customization for complex billing structures
- No direct payroll funding integrations
Pricing (2025): $20–$60/month per organization
Bottom Line:
Perfect for startups or small registries needing dependable A/R automation on a tight budget.
4. StaffingSoft A/R Module (Best for Staffing-Specific Workflows)
Overview:
Designed for staffing and recruiting firms, the StaffingSoft A/R module integrates applicant tracking, timekeeping, and billing data. It automatically generates invoices based on approved timesheets and assignment rates.
Pros:
- Built for staffing workflows (timecards to invoice)
- Real-time receivables dashboard
- Syncs with QuickBooks and ADP
Cons:
- Interface feels dated compared to cloud-native competitors
- Requires setup assistance for integrations
Pricing (2025): $200–$400/month (enterprise tier)
Bottom Line:
Best for agencies seeking industry-specific automation without custom development costs.
5. FreshBooks (Best for Ease of Use and Client Tracking)
Overview:
FreshBooks provides intuitive A/R and invoicing software perfect for staffing firms managing a few dozen clients.
Pros:
- Simple interface and setup (<1 hour)
- Automatic late-payment reminders
- Expense tracking and reporting built-in
Cons:
- Limited integrations with ATS systems
- Not ideal for multi-branch agencies
Pricing (2025): $19–$60/month
Bottom Line:
Excellent for solo recruiters or boutique staffing firms needing clarity and control.
6. Sage Intacct (Best for Multi-Location Agencies)
Overview:
Sage Intacct delivers enterprise-level financial automation with consolidated reporting across branches or subsidiaries.
Pros:
- Multi-entity financial visibility
- Automated intercompany eliminations
- Deep analytics and audit trails
Cons:
- Steeper learning curve
- Premium pricing
Pricing (2025): Custom (usually $400+/month per entity)
Bottom Line:
Best for large staffing firms managing multi-office operations with high invoice volume and compliance requirements.
Comparison Table: Accounts Receivable Tools for Staffing Firms
| Tool | Best For | Key Feature | Average DSO Reduction | Pricing (2025) |
| QuickBooks Online | Small Staffing Firms | Automated invoicing | 25% | $30–$200/mo |
| Billtrust | Enterprise Agencies | AI collections & reconciliation | 35% | $300–$500/mo |
| Zoho Books | Startups | Budget automation | 20% | $20–$60/mo |
| StaffingSoft A/R | Staffing Workflows | Timesheet-to-invoice automation | 30% | $200–$400/mo |
| FreshBooks | Simplicity | Fast setup & reminders | 18% | $19–$60/mo |
| Sage Intacct | Multi-Location | Multi-entity reporting | 30% | $400+/mo |
How to Choose the Right A/R Management Tool
| If you… | Choose… | Why |
| Run a small or mid-sized staffing firm | QuickBooks Online | Scalable, proven, cost-effective |
| Need deep automation & enterprise analytics | Billtrust | AI-driven performance and insights |
| Operate on a lean budget | Zoho Books | Affordable, simple automation |
| Want staffing-native workflows | StaffingSoft | Built for agency billing processes |
| Prioritize simplicity & setup speed | FreshBooks | User-friendly and reliable |
| Manage multiple offices or divisions | Sage Intacct | Robust enterprise reporting |
Final Expert Recommendation
For most staffing businesses in 2025, QuickBooks Online and Billtrust deliver the best balance of automation, affordability, and integration.
Smaller agencies can start with Zoho Books or FreshBooks, while large, multi-location firms benefit most from Sage Intacct or StaffingSoft’s industry-specific features.
Next Step:
Contact PRN Funding to learn how invoice factoring and A/R automation can work together to strengthen your staffing agency’s cash flow.
