CASE STUDY

Five Weeks to Freelancer Payment Optimization for a Creative Agency

Frustrated with manual processes, a leading Creative & Marketing agency turned to Atrium to transform its Freelancer onboarding and payrolling. In just five weeks, Atrium delivered a streamlined, digital program that improved compliance, accelerated payments, centralized trusted talent, and enhanced the overall Freelancer experience.

the challenge

Frustrated with manual and duplicative administrative processes, a large California-based advertising and digital agency selected Atrium in May of 2024 to assist in optimizing the Freelancer onboarding and payment experience. Atrium led discovery with the client’s HR and Resource Management teams and confirmed an agency desire to:

  • Deliver quick, digital Onboarding to Freelancers
  • Move away from paper timesheets and capture/export Freelancer time from the current system
  • Improve previous bi-weekly Freelancer payment schedule
  • Enhance California compliance by converting previous Freelancer day rates to hourly (Non-Exempt) and weekly (Exempt) payments, while also ensuring ACA/PST requirements, local tax regulations, meal break guidelines, and same day pay, when required
  • Establish a centralized rolodex of trusted talent for easy engagement and reactivation

Case Study: Five Weeks to Freelancer Payment Optimization for a Creative Agency

Company Size: 201 – 500

Industry: Creative & Marketing

Footprint: Regional

Service Offered: Employer of Record (EOR) Payrolling

With these program goals in mind, Atrium designed a custom workflow, communications, and training as part of implementation and added value.

Sample Freelancer Roles Transitioned to Atrium for Onboarding and Payment

  • Assistant Editor
  • Associate Creative Director
  • Copywriter
  • Creative Director
  • Designer
  • Motion Graphics Designer
  • Producer
  • Proofreader
  • Technical Lead

the solution

Atrium took a comprehensive approach to the Payrolling Change Management and Implementation process. This involved teaming up with client stakeholders and allocating dedicated Implementation and Account teams who worked diligently to navigate the regulatory landscape, support the agency in pay benchmarking, advise on increased compliance and cost savings in day rate conversion model, and, above all, provide a smooth transition for the client’s users and its Freelancers.

The process was well-designed to achieve implementation within five weeks from kick-off to launch. Several key factors contributed to the success of our go-live together, including close collaboration with HR sponsors and Resource Management teams and fast, digital activation of Freelancers for onboarding. This resulted in immediate centralization of Talent, Freelancer transparency, and enhanced Department of Labor compliance, which is particularly complex and essential in the state of California.

the results

Atrium onboarded 62 Freelancers at launch; today, we continue to operate as an extension of the agency’s brand and maintain an average email reply time of one hour and four minutes as we field inquiries from client Sponsors, Managers, and Talent.

Atrium chases Freelancer timesheets for weekly submission, processes weekly payments in accordance to FLSA guidelines and all State/City/Local payroll tax requirements, administers ACA/PST benefits, delivers consolidated invoicing and reporting, and generates annual W-2 tax forms. Above all, Atrium provides a high-touch experience for all program users.

AT A GLANCE

Challenge:

– Manual, duplicative administrative processes slowed HR and Resource Management teams

– Paper-based timesheets made Freelancer time tracking error-prone

– Bi-weekly payments caused delays and dissatisfaction among Freelancers

– Complex California compliance requirements added payroll risk and administrative burden

– Lack of a centralized system for engaging and reactivating trusted talent

Benefits:

– Quick, digital onboarding streamlines Freelancer activation and engagement

– Centralized talent rolodex improves access to trusted Freelancers and simplifies reactivation

– Weekly payments and pay model conversion increase Freelancer satisfaction, optimize costs, and ensure compliance

– Consolidated reporting and invoicing improves visibility and operational efficiency

– High-touch support maintains strong relationships with internal teams and Freelancers

– Act as an extension of the agency brand with rapid response times, keeping Sponsors, Managers, and Talent connected

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