Working together since 2021, starting with monthly bookkeeping
2 timesheet sources, 1 invoicing flow: client time systems and Stateside’s own app feed QuickBooks invoices automatically
1 recurring meeting gone: a revenue reconciliation with three people, every billing cycle, twice a month
Revenue in the right month, even when a billing week straddles month end
Profit by client built into Stateside’s books from its payroll data
A trained in-house controller running it, with the automation and support staying with SPRCHRGR
Stateside is a nearshore tech staffing company. It places highly skilled developers from more than 14 Latin American countries with recognizable US brands, helping them build and scale their tech teams. Claudia Aguilar is Stateside’s EOS Integrator, the seat that turns the founder’s vision into day-to-day execution.
In staffing, the billable hour is the revenue. “In tech staffing, the hours our specialists work translate directly into revenue,” Claudia says. “So for a company like Stateside, accuracy is incredibly important.” Specialists carry different rates, and clients use different time tracking and approval systems.
We have worked with Stateside since 2021, starting with its monthly bookkeeping. In 2024 we built our first custom integration for them, carrying invoice and timesheet data out of the vendor-management system their largest clients require. By the time the bigger test came, we already knew how Stateside bills.
Manual, multi-step invoicing. Developers logged hours in spreadsheets. A finance specialist checked them against the account managers’ records and each client’s platform, matched time off against the HR system, then posted invoices into QuickBooks by hand. “There was a lot of manual work involved,” Claudia says, “and a lot of people involved in the process, and a lot of time as well.”
A process that lived with one person. The steps were written down, but “from the perspective of the person that was doing it, instead of an SOP for someone who didn’t know anything about the process.”
Revenue that didn’t fit the calendar. Client time systems export by billing week, not by calendar month. Getting revenue into the right month took a three-person reconciliation meeting every billing cycle.
A key departure. In early 2026, Stateside’s finance lead left. Invoices are cash, and the person who knew the process best was gone.
Interim controller coverage. We stepped in to run client invoicing, vendor bill pay, payroll processing, the monthly close, and management reporting while Stateside rebuilt its finance team. “During that transition, [SPRCHRGR] supported us, stepping in, giving us the continuity that we needed while we worked on strengthening this internal team.”
One automated invoicing flow. We extended the 2024 integration twice in 2026. In February, Stateside’s own timesheet app became a second invoice source. Timesheets from both now post to QuickBooks as invoices automatically, with Stateside’s billing rules applied. Stateside keeps the final send in human hands, so a person reviews every invoice before it goes out.
Revenue in the right month. This summer we added logic that splits each billing period at month end, so revenue lands in the month the work happened. The reconciliation meeting came off the calendar. “We removed this meeting, which not only meant one meeting less, but it was a meeting less for [the three people] involved,” Claudia says. “We could then use this time for what could add value to our clients.”
Labor cost by client. In October we connected Stateside’s payroll data to the same billing data, allocating each developer’s cost to the clients they bill. That puts profit by client inside Stateside’s own financials, alongside a secure dashboard with access set by role.
Working inside EOS. Without being asked, our team brought each project to Stateside’s quarterly planning as a Rock. Claudia credits our “ability to adapt to our system and make sure that [we] speak in our same language, not the other way around.”
A second set of eyes on every invoice. Claudia describes the automation as “an external auditor, which is on top of the human… the technology that makes sure that the human error gets hedged as much as possible.”
Profit by client for pricing decisions. “Being able to see how each account performs … allows us to create better decisions in terms of pricing, allocation of funds for account growth, and resource allocation overall,” Claudia says.
A clean handoff. Stateside hired Angie Granados as its in-house controller this summer. We cross-trained her with recorded sessions and jointly built SOPs. “It was always our priority to bring financial ownership and execution back into our internal team,” Claudia says. The invoicing automation keeps running, and we keep supporting it.
Claudia’s advice is to plan for continuity before you need it. “Having the right systems in place, clear ownership, and well documented processes are key to make sure that the transition is navigated as smoothly as possible.” She also sees the moment as “an opportunity to strengthen [your] processes.”
“Having an experienced partner such as SPRCHRGR who understands the business can be incredibly valuable through this type of transition.”
— Claudia Aguilar, Head of Operations (EOS Integrator), Stateside
Claudia recommends us to any company that holds transparency, clear accountability, and efficiency as core values. “SPRCHRGR is the right partner if you are thinking about enhancing your operations, bringing in technology, and making sure that the human error is taken out of the equation as much as possible.”
Stateside started with monthly bookkeeping, added automation, interim leadership, and profit by client as the business needed them, then handed financial ownership back to its own team when it was ready, with the automation still running. That is how Finance-as-a-Service is built to flex, up or down. If your billing depends on hours, on systems that don’t talk to each other, or on one person who knows how it all works, let’s talk.