Why Year-End Reports Matter More Than Ever

The final quarter isn’t just about closing jobs—it’s your chance to measure what really worked. With tight margins and shifting client expectations, staffing agencies that dig into their year-end staffing reports gain a crucial advantage going into January. COATS Staffing Software was built to make this analysis easier. In just a few clicks, you can identify your most profitable clients, spot recruiter bottlenecks, and see exactly where your revenue is coming from. Before you finalize budgets or bonuses, these five reports can show what’s working—and what’s not. 

1) Client Profitability Report: Who’s Driving Revenue—and Who’s Draining It

Not all clients contribute equally. By running your Client Profitability Report, you’ll see the margin on every placement, invoice, and pay rate across your accounts.
What to look for: clients with low margin but high administrative load; customers who pay late or require rework; high-value clients with consistent repeat orders.
How to use it: segment top-tier accounts for 2026 business reviews; for low-margin clients, consider rate adjustments or streamlined workflows.
In COATS: go to Reports → Financial → Client Profitability.
Learn more about Staffing Software Solutions.

2) Recruiter Performance Report: Reward Results, Not Activity

Before giving bonuses, make sure your metrics reflect contribution—not just busyness.
Key KPIs: fill rate per recruiter, time-to-fill and submittal-to-hire ratios, average gross profit per placement.
Visualizing who consistently delivers strong margins and candidate quality tells you who deserves recognition and where targeted coaching helps others catch up.
In COATS: use Placements by Recruiter for a sortable breakdown.
For more context, read How the Fastest Agencies Fill Jobs Before Competitors React.

3) Aged Receivables Report: Get Cash Flow Back on Track

A strong Q4 means little if receivables slip into the new year. The Aged Receivables Report highlights overdue invoices so finance can prioritize collections before December 31.
Action steps: flag clients past 45 days and set CRM follow-ups; tighten terms for chronic late payers; offer early-payment incentives to reliable partners.
Explore COATS’ back-office power under Accounting & Billing Overview and read this post on Accounting Software for Staffing Agencies.

4) Job Order Source Report: Where Did Your Best Candidates Come From?

Are job boards, referrals, or direct outreach giving you the best ROI? The Job Order Source Report shows which channels consistently deliver top talent—so you can focus your 2026 budget.
Look for: source-to-placement conversion rates, seasonal trends, or client-specific patterns, and opportunities to reallocate ad spend.
In COATS: Reports → Orders → Source Tracking visualizes placements by origin.
See also Fall Recruiting Reset and SSR’s Recruiting Metrics Guide.

5) Candidate Rehire & Flag Report: Protect Your Reputation

End the year by cleaning up candidate records. The Rehire/Do-Not-Rehire Report prevents avoidable re-placements and keeps client satisfaction high.
Tips: review internal flags and notes; update statuses for candidates who completed successful contracts; close inactive records to speed search in 2026.
Learn more in Staffing Metrics That Matter Most for Year-End Planning.

Create a Leadership Snapshot

If you want a single executive view, combine these into a custom dashboard: total placements per month, gross profit by client, fill-rate trend, and recruiter scorecards.
This turns scattered data into actionable strategy—and it’s perfect for your January “State of the Business” update.
For KPI ideas, check SHRM’s HR KPIs and Designing Metrics Dashboards.

Turn Reports into 2026 Action

Once your reports are in hand:

Identify your top 10% clients and build retention plans.

Reward high-performing recruiters.

Tighten cash flow with proactive billing.

Reinvest in top-performing sourcing channels.

Clean data for faster Q1 placements.
For broader trends, review the ASA Staffing Industry Playbook.

Your year-end staffing reports are more than numbers—they’re your agency’s story. They show where you’ve gained traction, where you’ve plateaued, and where your biggest opportunities lie. COATS Staffing Software helps turn that data into action so you can plan 2026 with confidence.

Ready to finish strong? Schedule a COATS Reporting Walkthrough to see how these five reports reveal hidden profit and set you up for Q1 momentum.