The right person on the right shift, and hours that hold all the way to the invoice
Every hour has to be invoiced to the client and paid to whoever worked it. Closepact carries the first half and leaves payroll to the payroll system — further down it says exactly where the line is.
A week in a staffing company
Staffing is planning against the client’s need and the consultants’ availability at the same time. Orders arrive at short notice, hours have to be approved before they are invoiced, and pay is computed on the same hours under a collective agreement.
- 01
The order
The client needs three warehouse workers on Monday, an assistant nurse at the weekend, or an electrician for four weeks. The hourly price is agreed per client and sometimes per role.
Where it breaksThe order comes by phone and ends up in a note only the person who answered has.
- 02
Filling the shifts
The right person needs the right competence, must be employed for the period, must not be on leave and must not already be booked. Standing assignments run every week; the rest is filled day by day.
Where it breaksAvailability is asked for by text, and the answers land in a thread nobody else sees.
- 03
Time is reported
The consultant works at the client, often far from the office, and the time should be reported the same day.
Where it breaksThe time report is a paper slip the client signs on Friday, and it arrives on Monday — if it arrives.
- 04
Approval
Somebody who did not report the hours has to approve them, and deviations — overtime, late shifts — have to be caught before anything is invoiced.
Where it breaksApproval happens in a spreadsheet where changes leave no trace.
- 05
Invoice and payroll
Approved time is invoiced to the client weekly or monthly and becomes the basis for pay, with unsocial-hours supplements and overtime under the collective agreement.
Where it breaksThe same hours are typed into two systems, and the invoice and the payslip say different things.
Built for Swedish rules
The rules behind a staffing schedule
The Working Hours Act sets the floor; the collective agreement decides the detail. Most of it is computed in the payroll system — but the schedule is where the mistakes start.
- Daily and weekly rest
- The Working Hours Act gives at least 11 consecutive hours off in every 24 (section 13) and at least 36 in every seven-day period (section 14). A shift that ends late followed by one that starts early is where it breaks.
- Overtime
- Overtime may, under section 7, be at most 200 hours per calendar year.
- The collective agreement comes first
- The Working Hours Act can be replaced by a collective agreement (section 3), and then the agreement’s rules apply. Unsocial-hours supplements, overtime pay and on-call time are matters for the agreement, computed in payroll rather than in the schedule.
- Hiring out to building companies
- If you hire out labour for construction services to a company that itself sells construction services, the reverse charge applies: the invoice carries no VAT, states the buyer’s VAT number and refers to the reverse charge. Other staffing is invoiced at 25 per cent VAT.
Checked against the authorities’ own pages — Skatteverket, Arbetsmiljöverket and the county administrative boards — in October 2026. This is a summary, not tax advice: in a single case the authority’s text decides, and amounts and rates change.
The same week in Closepact
Every row below is built, and carries the module and tier it needs. What is not built is in the next section.
- Competence as a filterScheduling & work orders · Start
- Staff carry competences, each at a level from 1 to 5, and the board filters by competence, role and team while you plan. A resource on the schedule needs no account; whoever reports time on the phone needs one.
- Four checks before you saveScheduling & work orders · Start
- Double bookings and shifts outside the employment dates are errors to confirm. Absence — holiday, sick, leave, training — and shifts outside recorded working hours are warnings. No booking is refused; the planner decides with the information in front of them.
- Standing assignmentsScheduling & work orders · Väx
- A consultant at the same client every weekday sits as a recurring job with a start and end date. The jobs are written out ahead and then staffed.
- Time with a positionScheduling & work orders · Väx
- The consultant clocks in and out in the field app at the client. The position is taken at the tap and compared with the client address’s coordinates; with no coverage the clock-in queues, counts from the tap and is sent in the right order later.
- Approval as its own permissionScheduling & work orders · Start
- Whoever reports cannot approve. The week is signed off in one go, rejected rows go back with a written reason, and both the billing rate and the cost are frozen on the row at approval — a rate changed in June does not rewrite March.
- The client invoiceInvoicing & receivables · Väx
- Approved hours become lines per person and hourly rate. The client’s finished jobs for the week or month are gathered onto one invoice, with the client’s reference in a field of its own, an OCR number, and reminders at three levels if it is not paid.
Honest about the edges
What Closepact does not do for staffing companies
This is here because it is cheaper to read now than to discover after the contract is signed.
Closepact computes no pay and reads no collective agreement. No unsocial-hours supplements, no overtime pay, no on-call or standby.
There is no payroll export today — neither CSV nor PAXML. A payroll file is planned. Until then the time rows can be fetched through the API (from Väx) or taken from the invoice-basis CSV.
No check of daily or weekly rest. The four checks are double booking, employment dates, absence and working hours.
Competence is a filter, not a check: no warning about the wrong competence and no expiry date on a certificate. A level from 1 to 5 can be recorded, but the schedule neither ranks nor warns by it.
Overtime is not a separate choice in the field app: a clock-in is work or travel, nothing else.
The hourly price invoiced is the billing rate set on the person. There are no price lists per client or role yet — they are marked “planned”.
No client approval: the client cannot sign off the time report in Closepact.
What it costs a staffing company of 28
Twenty-five consultants out at clients and three in the office. All 28 log in to the schedule — the consultants to clock in and see their shifts, the office to plan and approve. Two of them invoice.
Väx in both: standing assignments and GPS-verified clock-in in the schedule, OCR, reminders and recurring invoices in invoicing. If you need utilisation reports, or to keep several companies apart in one account, the schedule is Pro.
Prices in SEK per month excluding VAT, on an annual agreement. Each module has a 14-day trial, no card. Seats are counted per module, the way the calculator on the pricing page counts them.
Per month, priced the way the pricing page prices it
| Scheduling & work orders · Väx | 1 976 kr |
|---|---|
| 28 users · base fee 619 kr, 5 users included · 23 more at 59 kr | |
| Invoicing & receivables · Väx | 279 kr |
| 2 users · base fee 279 kr, 5 users included | |
| Modules | 2 255 kr |
| Bundle discount 15 % | −338 kr |
| Per month, excl. VAT | 1 917 kr |
Buy one. Buy two. Buy all three.
Each module is whole on its own. Together they stop being three systems exporting files to one another.
Common questions
Questions staffing companies ask
Does Closepact compute unsocial-hours supplements and overtime under the collective agreement?
No, and that is deliberate. A supplement depends on which agreement covers the person, which local deviations apply and how the week is counted, and 95 per cent right is worse than nothing. Closepact records who worked when, where they clocked in, who approved it and at what hourly rate. Pay is computed in your payroll system. There is no payroll export today; a payroll file is planned.
Does the system warn when daily rest is broken?
No. The schedule makes four checks: double booking, employment dates, absence and shifts outside recorded working hours. There is no check of the eleven hours’ daily rest or the 36 hours’ weekly rest. If you record working hours per person you get a warning when a shift falls outside them, which catches some of it — but that is not the same thing as a rest-period check, and we would rather say so here than in a demo.
Can the client approve the consultant’s hours?
Not in Closepact. Approval is a permission for your own users, and whoever reports the hours cannot approve them. If the client has to sign off the hours, that happens outside the system today. What you do get is that every approved row shows who approved it and when, and that changing it after approval requires rejecting it first with a written reason.
Does every consultant need a licence?
Only the ones who log in. A consultant can sit in the schedule as a resource without an account — with competences, working hours and absence — and be planned like anyone else. Whoever clocks in on the phone needs an account and counts as a user. Scheduling & work orders includes five users in the base fee and then a price per user.
Can we invoice different hourly rates for the same consultant at different clients?
Not smoothly today. On time and materials the hours are invoiced at the billing rate set on the person, frozen on the time row at approval. Price lists per client do not exist yet and are marked as coming. What works is a fixed price per job, or adjusting the lines on the invoice draft before it is sent — a draft can be changed freely, a sent invoice cannot.
What would it cost us?
The worked example above — 25 consultants and three in the office, Väx in scheduling and invoicing — comes to 1 917 kr a month excluding VAT, after the 15 per cent bundle discount. The schedule is what grows with the number of users. Start with the schedule alone and there is no discount; it comes with the second module. Each module has a 14-day trial with no card.
Read further
Want to see it on your own numbers?
Twenty minutes, no slides. We set the module up with one of your own cases before the call.