Labour hire rostering software, from client site to pay run and invoice.
Put the right workers on each client’s site, replace the ones who drop out, and let the same approved hours become the worker’s pay and the client’s invoice — in one system.
For labour hire businesses placing workers with many clients.
- C. LambertCredential in date · freeCan take it
- V. IvanovaThis client asked for them not to returnBlocked
- O. AdeyemiAlready on another assignment at 14:00Blocked
- K. RangiCredential in date · freeCan take it
4 checked · 2 can take it · 2 blocked by the rules — you choose who gets the offer.
Built for how labour hire actually runs.
Every client and every site on one roster
Group each client’s sites together, set what each site needs each day, and see every worker’s assignments across all of them in one place.
The credential the work depends on
Choose the credential your work turns on — a White Card or a forklift licence, say — and keep each worker’s expiry. A missing or expired one is refused at the client sites that require it.
Client requests respected
When a client asks for a worker not to come back, that worker can’t be rostered or offered at that client’s site again.
Clients see their own shifts
A client can log in to see the shifts at its own sites and ask for changes — an extra worker, a quieter week. The office decides.
Client-signed timesheets, read for you
The timesheet a client signs comes back as a photo or PDF. The AI reads it line by line and flags anything unclear; a person approves the hours.
One set of hours, both sides of the business
The same approved hours make the worker’s pay and the client’s invoice, with pay and charge rates kept apart and margin visible by client.
AI that does the admin. People make the decisions.
It understands what you say, reads what comes back and answers what you ask. It never decides who works, what anyone is paid or what a client is billed.
- AI understands what you say about the roster
Tell it what happened. It finds the shift.
Type it or say it. The AI works out which shift you mean and shows you what it understood first. The rules check who may cover it — you choose who gets the offer.
Roster · FridaySampleNadia can’t do this afternoon at BrookvaleUnderstood as: Nadia’s shift · Fri 14:00 → 22:00 · Brookvale Distribution CentreWho can take it- Sam D.credential in date · free
- Ivan K.this client asked for them not to return
- Ruth M.credential in date · free
- Omar A.already on another assignment at 14:00
- Kate R.credential in date · free
5 checked · 3 can take it · 2 blocked by the rules — you choose. - AI reads the timesheets that come back
Send a photo of the sheet. It reads every line.
Photos and PDFs — including handwriting — are read line by line and matched to the roster. Anything unclear is flagged for a person to check before it is paid or billed.
Timesheets · Brookvale Distribution CentreSampleClient-signed timesheet · week of 21 SeptSam D 1400–2200 8
Ruth M 1400–2230
Kate R 0600–1400 8Read, line by line- Sam D.14:00 → 22:008.0 h
- Ruth M.14:00 → ?finish unclear — check
- Kate R.06:00 → 14:008.0 h
12 lines read · 11 ready · 1 for a person to check - AI Reports — in your own words
Ask for an operational report. In your own words.
Typed or spoken. The answer comes back as a table and a chart. Follow it up, save it, and have it arrive every Monday.
AI ReportsSampleWhich clients made the least margin last month?Understood as: margin % by client · last month · lowest firstMargin, last month- Brookvale12.4%
- Eastside Foods17.8%
- Harbour Freight22.6%
- Follow up: “compare with the month before”
- Save it as “Client margin” · Excel and PDF
- Send it on the 1st of every month
From the same records as payroll and invoices — never a separate copy.
Pay the worker. Bill the client. From the same approved hours.
- Pay rates by worker, client site or role; charge rates by client site, client or role — the most specific wins.
- Margin by client, site or role, whenever someone allowed to see money asks.
- Workers from other businesses kept under their own subcontractor, with statements for their work.
- Client invoices in six designs, emailed with the signed timesheets if you choose — and in NSW the Subcontractor’s Statement, declared by a person before it goes.
- Pay-run files for Xero and MYOB. The rates are yours to set; SysGuard does not decide award entitlements for you.
What labour hire businesses ask first.
Can different clients have different charge rates?
Yes. A charge rate can be set for a client, for one of its sites or for a role, for each day type, and the most specific one wins. Pay rates are set separately — per worker where you need it — and are never worked out from what the client pays.
Can clients see the shifts at their sites?
Yes. A client can log in to see the published shifts at its own sites, read the notes you choose to share, and ask for changes; nothing changes until the office accepts it.
How do client-signed timesheets become pay and invoices?
The signed sheet comes back as a photo, scan or email. The AI reads it line by line and flags anything unclear, a person approves the hours, and SysGuard prepares the pay run and the client’s invoice from those same hours.
Can I see my margin by client?
Yes. Ask in plain words — “which clients made the least margin last month?” — and the answer comes from the same records as the pay runs and invoices. Money is shown only to people allowed to see it.
Can I roster workers supplied by another business?
Yes. Each worker can belong to a subcontractor whose business details, insurance dates and statements are kept with the work. In NSW, the Subcontractor’s Statement can go with your invoice once a person has declared it.
Does SysGuard handle award interpretation or labour hire licensing?
No. SysGuard applies the pay and charge rates you set and keeps them visible; it does not interpret awards, and your labour hire licence and its conditions are managed outside SysGuard.
Ready to see SysGuard with your own workflow?
Try it for labour hire with sample data, or bring us one real workflow — your roster, a timesheet, your rates or your client billing — and we’ll show you how it runs through SysGuard.