Back Office Starter Guide

To access this feature, the Back Office module must be licensed and enabled.

In your ATS account, navigate to Back Office

From the Back Office menu, you can manage your catalog, generate invoices, view reports and configure preferences.

Back Office (a.k.a Bill/Pay) is the BrightMove module that manages customer invoicing for services rendered.

In Back Office, services can be billed in two primary ways:

This combination allows your organization to capture, manage, and invoice every type of service you deliver.

The Catalog is the backbone of the Back Office. It organizes everything you sell, whether staffing placements, RPO engagements, or special project fees, into a structured hierarchy.

The product hierarchy in the software module is organized into three levels: product class, product family, and product variant. This hierarchical structure allows for easy management, organization, and navigation of the product catalog. Let's break down each level with examples to better understand the hierarchy.

This is the highest level in the hierarchy, representing a broad category of products that share common characteristics or functions. Product classes help in grouping similar products together for efficient catalog management.

Example: Electronics

Within each product class, there are multiple product families. A product family represents a more specific grouping of products within a class, often having a common purpose, function, or design. Product families further refine the organization within the catalog.

Example: Within the Electronics product class, there can be multiple product families such as Televisions, Laptops, and Smartphones.

The final level in the hierarchy is the product variant. A product variant represents individual products within a product family, typically differing based on features, specifications, or configurations. Product variants help in providing detailed product information and distinguishing between similar products.

Example: Within the Smartphones product family, there can be multiple product variants such as Apple iPhone 13 (64GB, Blue), Samsung Galaxy S23 (128GB, Black), and Google Pixel 7 (256GB, White).

To summarize, the product hierarchy works by organizing products into a three-level structure, starting with the broadest category (product class) and narrowing down to specific products (product variants).

In our example, the hierarchy would look like this:

This hierarchical structure enables users to quickly navigate the product catalog, making it easier to find, manage, and compare products. It ensures consistency, scalability, and flexibility across all client invoices.

The above example provides a broad example of Electronics that can be mapped by most people. Here is an expansion, or rather a zoom in, of what Staffing Products look like in the product hierarchy.

Let's create a product hierarchy for staffing products using the three-level structure: product class, product family, and product variant.

In the staffing industry, the highest level in the hierarchy represents a broad category of services that share common characteristics or functions. Product classes help in grouping similar staffing services together for efficient catalog management.

Example: Staffing Services

Within each product class, there are multiple product families. A product family represents a more specific grouping of services within a class, often having a common purpose, function, or industry. Product families further refine the organization within the catalog.

Example: Within the Staffing Services product class, there can be multiple product families such as Temporary Staffing, Permanent Staffing, and Executive Search.

The final level in the hierarchy is the product variant. A product variant represents individual services within a product family, typically differing based on roles, industries, or levels of expertise. Product variants help in providing detailed service information and distinguishing between similar staffing services.

Example: Within the Temporary Staffing product family, there can be multiple product variants such as Administrative Assistant (Entry-Level), Software Developer (Mid-Level), and Marketing Manager (Senior-Level).

To summarize, the product hierarchy for staffing products would look like this:

This hierarchical structure enables users to quickly navigate the staffing services catalog, making it easier to find, manage, and compare different staffing solutions.

Here is an expansion, or rather a zoom in, of what RPO Products look like in the product hierarchy.

Let's create a product hierarchy for Recruitment Process Outsourcing (RPO) products using the three-level structure: product class, product family, and product variant.

In the RPO industry, the highest level in the hierarchy represents a broad category of services that share common characteristics or functions. Product classes help in grouping similar RPO services together for efficient catalog management.

Example: RPO Services

Within each product class, there are multiple product families. A product family represents a more specific grouping of services within a class, often having a common purpose, function, or scope. Product families further refine the organization within the catalog.

Example: Within the RPO Services product class, there can be multiple product families such as End-to-End RPO, Project-Based RPO, and On-Demand RPO.

The final level in the hierarchy is the product variant. A product variant represents individual services within a product family, typically differing based on industries, levels of expertise, or specific service offerings. Product variants help in providing detailed service information and distinguishing between similar RPO services.

Example: Within the End-to-End RPO product family, there can be multiple product variants such as End-to-End RPO for IT Industry, End-to-End RPO for Healthcare Industry, and End-to-End RPO for Manufacturing Industry.

To summarize, the product hierarchy for RPO products would look like this:

This hierarchical structure enables users to quickly navigate the RPO services catalog, making it easier to find, manage, and compare different RPO solutions.

BrightMove Back Office allows for a special designation on a product class designating is as "For Placements".

This designation allows for a price on the product to be a percentage value as opposed to an absolute value.

Example: Price is 20% vs $2500.00

Product classes designated for placements can have variants that are both percentage and absolute prices. Product classes without this designation can only have variants with absolute prices.

The product hierarchy is flexible enough to support future or custom structures, beyond staffing and RPO.

The module is designed to streamline your accounts receivable process and integrates seamlessly with your ATS workflows.

While products power flexibility, timesheets remain a core component of Back Office billing for contract labor. Timesheets are tracked, billed, and rolled into your invoices alongside any configured products.

Back Office empowers your team to:

By combining hierarchical product management, timesheet billing, and automated invoicing, BrightMove Back Office 2.0 provides a robust framework for staffing and RPO agencies. Whether you’re billing hourly timesheets, percentage-based placement fees, or custom project work, Back Office ensures your receivables are accurate, efficient, and scalable.

For setup assistance or advanced configurations, contact BrightMove Customer Support.