Payroll, invoicing, and payouts for a staffing agency, run from Airtable
Client invoicing down to one click, with payroll, forecasting, and payouts run from one base
a virtual-assistant staffing agency (Israel) · 2026
Problem
A staffing agency ran payroll, client invoicing, and contractor payouts across Airtable and a tangle of manual steps. Finance re-typed data into an invoicing platform by hand, and payouts had no consistent log.
What I built
- A finance base of 30 tables: monthly time data, salary records, payment requests, client ledger, salary updates, prepaid salaries, payment methods, forecast data and summary, monthly summary, payment-run lines and runs.
- 30-plus n8n workflows: salary calculation for all contractors and per contractor, assignment creation from a form, payment requests with reminders and templates, advance payments, monthly close, forecast, sync, and a status page.
- Client invoicing from a button on the client record: a workflow creates the tax invoice in the Israeli invoicing platform, generates and uploads the PDF, and drafts the client email in Gmail without sending it, so a person still presses send. Single and batch modes, with dry-run, test-mode, and lock-to-test-client flags. A separate set generates contractor salary invoices, batch or one at a time.
- Payoneer payouts: OAuth token refresh and rotation built and hardened, a payment log and error alerts in place, waiting on the vendor's production credentials.
- Hours monitoring that alerts the team lead and account manager when a contractor crosses a threshold.
- Onboarding and offboarding: welcome email, hire contractor and create assignment from forms, termination from a button on the assignment or contractor, a new client creates an Asana task.
Result
Invoicing went from re-typed data to one click, with dry-run and test-client flags so nothing reaches a real client by mistake. Payroll, forecasting, and payouts run from one base instead of scattered spreadsheets. The Payoneer piece is built and hardened, held only on the vendor's production credentials.
What it shows
A full finance operations layer built around one base, with a safety flag on every automated step and a human pressing the final button on anything client-facing.