Challenge
Finding a robust all-in-one platform to manage a growing contractor network of local and global SMEs.
In 2018, Lone Star had a network of several hundred independent contractors. At that time, they were managing onboarding, task assignment, and invoicing with predominantly manual processes and paper documents.
The invoicing process was time-consuming, with invoices being generated by each individual freelancer, which were then sent on to the project lead, who passed them on to the finance team. As their company and talent pool were growing rapidly, Lone Star was spending an increasing amount of time on the day to day management of their contractors.
Lone Star tested multiple ways to streamline their workflow — including spreadsheets and other software solutions — but it was apparent that what was really needed was an online platform that could handle everything from onboarding to payment and reporting.
"We were wanting some kind of online portal that did it all. I'm very grateful that we found Worksuite."
"We found Worksuite and realized it's an excellent tool. It really does it all. And if it doesn't do it all — the developers and the team are constantly adding new features to accommodate everyone's needs."
Solution
A customizable online software portal for freelancer management that does it all.
From the outset, Lone Star knew that Worksuite was the technology partner they needed to solve their freelancer management challenges. It was a platform that met them where they were currently at, and it had the flexibility to grow and adapt alongside them for the future.
The Lone Star team worked with Worksuite's developers to customize the onboarding workflow for their specific needs — setting up separate flows for local and global contractors and ensuring every new freelancer gets the correct instructions to build out their profile.
For compliance purposes, Lone Star's onboarding workflows require documents such as 1099 agreements, non-disclosures, conflict of interest, consulting agreements, and ethics agreements from their freelancers. With Worksuite's onboarding, they can now send out the relevant instructions to each individual freelancer with a few clicks — no matter where in the world they are — and track the information in real time.
"From everyone that has ever commented on Worksuite and the onboarding process, it's always been positive things like 'this is the easiest onboarding I've ever had'."
Result
Significant time saving with a centralized platform that simplifies everything from onboarding to payments.
Once Worksuite was implemented, the Lone Star team immediately noticed positive changes and time savings — particularly when it came to onboarding new contractors and locating the perfect contractors in their talent pool for any assignment.
When a new freelancer is hired, it's now as simple as sending them a quick welcome email with an outline of the onboarding process. Worksuite automatically sends them an email with a link, and all they have to do is click the link and fill in their profile and e-sign the agreements.
"One of the biggest differences for our organization is that Worksuite helps keep everything in one place. You don't have to run and chase things down. You're organized, and able to look ahead to figure out what contractors are needing or wanting — you have everything right there at your fingertips." — KayCee Reed, SME Relationship Manager, Lone Star Analysis
Invoicing also became quick and painless after implementing Worksuite's invoice portal. The Worksuite team also created Boolean search functions that enabled Lone Star to get laser-targeted in their search for the perfect contractors.
"The amount of time it saves is tremendous. In the beginning people would send an invoice to Person A who wasn't on that project anymore. So then they would send it to person B, who sent it to the operations manager, who then gets it to the finance team. That could have taken days or even a week to figure out. Now it's done with a simple click."
Lone Star also had workflows set up to reduce the time spent on sending out agreements and checking on completion. And when there's a need to check that existing agreements are current — they no longer need to search through their filing cabinet.
"If you're looking to add ease to your life or to your organization, Worksuite is the way to go. The features, the ease for your organization, and the time that you're going to save using it — it's absolutely worth it."
Lone Star Analysis is a US-based solutions provider offering predictive and prescriptive analytics and guided artificial intelligence to help companies make smarter, faster decisions. They work with a global network of SMEs, including freelance writers, editors, researchers, and consultants.
