When was the last time your agency invoices were reconciled
against timekeeping records and contract rates?
in discrepancies identified across 90 days of invoices
at a 320-bed community hospital.
Every hospital has scheduling, timekeeping, payroll, and VMS systems. They store what happened. But these systems rarely reconcile against each other at the line-item level — which is where contract labor invoice discrepancies go undetected.
Agency invoices reflect hours that do not always align with facility timekeeping records. Rounding conventions, break deductions, and shift boundary definitions vary between systems.
Invoiced rates may exceed contracted rates when credential premiums continue after expiration, shift differentials are applied incorrectly, or rate escalation clauses are misapplied.
The same shift can appear on multiple invoices or across billing cycle boundaries. Cancellation fees, guaranteed minimums, and orientation charges may not match contract terms.
Without a structured approach to filling shifts — internal first, then float, then overtime, then agency as last resort — agency utilization patterns remain opaque.
Savings claims require a baseline that finance trusts. Without one, improvement narratives lack the rigor that CFOs and boards expect.
LeakLock sits on top of what you already have. It replaces nothing. It connects and reconciles — invoices against timekeeping, timekeeping against payroll, rates against contracts — at the line-item level, across every agency and every unit.
Simulated data for a 320-bed community hospital. Your discovery audit produces this report with your actual numbers within 30 days.
| Discrepancy Type | 90-Day Finding | % of Invoiced | Annualized |
|---|---|---|---|
| Rate Overcharges | $42,180 | 3.0% | $168,720 |
| Hours Variance | $18,920 | 1.3% | $75,680 |
| Duplicate Billing | $12,450 | 0.9% | $12,450 |
| Unapproved OT | $8,670 | 0.6% | $2,170 |
| Contract Term Violations | $4,120 | 0.3% | $100 |
| Total | $86,340 | 6.1% | $259,120 |
BMT unit: 3 of 7 night shifts filled by agency for 6+ consecutive weeks — a pattern consistent with a permanent vacancy rather than temporary coverage.
StaffReady Solutions: Billing $115/hr for Med-Surg RN when the contracted rate is $100/hr — a consistent pattern across 47 invoices.
ICU weekend OT: 82% of Saturday night overtime traces to a recurring call-out pattern beginning Friday afternoon.
Industry data on invoice error rates comes from adjacent domains: benefits reconciliation (~5% of monthly premium spend in error) and VMS billing (up to 5% of agency profits affected by billing errors). The discovery audit exists to quantify the actual discrepancy rate at your facility before any claims about recovery are made.
LeakLock does not replace your VMS, analytics platform, or AP workflow. It performs a different function: line-item reconciliation across all agency vendors and all data sources simultaneously.
VMS platforms manage agency orders, timesheets, and billing workflows. They track what was requested and what was submitted. LeakLock validates whether what was billed matches what was worked and what was contracted — a reconciliation step that sits downstream of the VMS.
AP automation matches invoices to POs and routes for approval. It confirms the invoice was expected. LeakLock confirms the invoice is accurate — correct rate, correct hours, correct credentials, correct contract terms. Different question, different data sources.
Most hospitals use 3–5 staffing agencies. Each has its own invoice format, rate structure, and billing practices. LeakLock ingests all of them, normalizes the data, and reconciles against a single source of truth: your timekeeping records and your signed contracts.
| Category | Invoice Truth | Drivers | Conversion | Savings |
|---|---|---|---|---|
| VMS (ShiftWise, AMN) | Partial | No | No | No |
| Analytics (symplr) | No | Partial | No | No |
| On-Demand (CareRev) | No | No | Partial | No |
| Finance (Strata) | No | No | No | Partial |
| Consulting (Vizient) | Manual | Manual | Manual | Manual |
| LeakLock | Automated | Automated | Automated | Automated |
You are not buying software. You are buying a forensic reconciliation of your contract labor invoices, with an option to continue.
Retrospective analysis of 90 days of historical invoices. We do the work; you receive a CFO-ready report quantifying discrepancies and their sources.
Your AP team goes live on incoming invoices with the validation engine, resolution workflow, and driver analysis. Full audit fee credits toward pilot.
Continuous reconciliation, automated reporting, exception management, and recovery tracking.
If the discovery audit identifies less in recoverable discrepancies than the audit fee, you pay nothing. Either way, you keep the data and the report.
No IT integration required. Five file exports from systems your finance team already accesses.
Translates numeric cost centers to unit names. Allows LeakLock to normalize vendor unit codes across all agencies.
Ground truth of actual hours worked. Clock-in, clock-out, unit worked, break deductions.
What the staffing agencies are billing you. Line-item detail by worker, shift, rate, and hours.
Signed contracted rates by role, unit, shift type, and certification level for each agency.
Active agency workers with credential status, certifications, and unit assignments. Enables credential-linked rate validation. If unavailable, LeakLock builds the roster from invoice and timekeeping data.
CSV-first approach eliminates the number one pilot barrier: IT dependency. Post-discovery, SFTP and API connectors are available.
Schedule a 30-minute discovery call. We will scope the audit, confirm data availability, and have you started within two weeks.
Schedule Discovery Call →Finance owns the baseline. Finance validates the report. LeakLock charges a flat fee, not a percentage of findings. This removes any incentive to inflate discrepancies.