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Recruitment Agencies

YOUR DESK
RUNS ON
more than
GOOD
BILLERS.

We build the systems growing recruitment agencies need: automated candidate pipelines, connected ATS and CRM, and billing visibility that doesn't require a manager to piece it together each morning.

Recruitment professionals at work
Built for Recruitment Agencies
The Problem

STRONG
BILLERS. BROKEN
back office.

Most recruitment agencies grow on the strength of their consultants. The infrastructure behind the desk? Almost universally manual, fragmented, and dependent on individual habits. The same operational problems appear every time.

01
Manual Candidate Pipeline
Candidates tracked in spreadsheets, email threads, or inconsistently inside an ATS. There is no standard process from first contact to placement. Candidates fall through the gaps and consultants don't know it until it's too late.
02
ATS and CRM That Don't Connect
Your ATS tracks candidates. Your CRM tracks clients. They don't speak to each other. Consultants copy data between systems, maintain their own records, and operate without a shared picture of the pipeline.
03
No Reliable Billing Forecast
Understanding what's expected to bill this month requires someone to pull data from multiple systems, chase consultants for updates, and assemble a picture that's already out of date by the time it's ready.
04
Compliance Done by Memory
Right-to-work checks, reference requests, and contract compliance tracked manually or not at all. The risk sits with the agency. When checks are missed, it's discovered late.
05
Consultant Onboarding Is Slow
New consultants take weeks to become productive because the tools, processes, and client context they need are not documented or systematised. Knowledge lives with individuals, not in the business.
What We Build

THE RECRUITMENT
operations stack.

→
Candidate Pipeline Automation

From first contact to placement, automated. Screening steps triggered on application, communication sequences running at each stage, consultant tasks assigned automatically. No candidate falls through.

⊞
Connected ATS and CRM

Your candidate and client systems speaking to each other. Placements update the client record. Contacts from the CRM match to candidates in the ATS. One picture across the whole business.

◈
Billing and Pipeline Dashboard

Live view of confirmed placements, deals in progress, and forecast billing by consultant and desk. Managers see what's tracking and where the gaps are without chasing for updates.

§
Compliance Tracking

Right-to-work checks, references, and contract compliance tracked automatically. Consultants prompted at the right moment. Nothing missed because someone forgot to follow up.

◉
Client Relationship Workflows

Candidate shortlists sent automatically in the right format. Post-placement check-ins scheduled and sent without anyone managing the calendar. Client relationships maintained between active briefs.

↗
Consultant Onboarding System

New consultants get up to speed in days, not weeks. Processes documented and accessible. Client context available in the CRM. The knowledge that used to live in heads now lives in the system.

In Practice

FROM LOST
CANDIDATES TO
clean pipeline.

Client · 22-person specialist recruiter
The Problem

A 22-person specialist recruitment agency across three practice areas. Candidate tracking was split between an ATS, a shared spreadsheet, and consultant inboxes. Pipeline visibility required a Monday morning meeting to piece together. Compliance checks were managed by a shared checklist that no one was responsible for. Three placements had fallen through in the previous quarter due to missed right-to-work checks.

What Was Built

Automated candidate pipeline with stage triggers: communication sequences running at each stage, compliance checks assigned automatically on offer, consultant task prompts sent at the right moment. ATS and CRM connected: placements update the client record without manual entry. Live billing dashboard: forecast, confirmed, and at-risk deals visible in real time.

0
Compliance failures in 9 months post-build
90%
Reduction in pipeline admin time
40%
Faster new consultant ramp-up
4×
Year-one return on build cost
How It Works

FOUR PHASES.
No surprises.

Phase 01Operations Audit
1–2 weeks · $2,500
We map your entire operation: every workflow, every tool, every manual process. We score each area, quantify the cost, and deliver a prioritized roadmap. You walk away knowing exactly what needs fixing and what it costs. Whether or not we continue, the audit is yours.
Phase 02Design
1–2 weeks · included in build
We architect the solution before we build anything. Every system is designed for your agency: your tools, your team, your way of working. You approve the design before we write a single line of code or set up a single automation.
Phase 03Build
3–8 weeks · project fee
We build in weekly sprints. You see what we've built every Friday via a short video update. Nothing goes live until you've tested it and approved it. No surprises at handoff.
Phase 04Handoff & Support
1–2 weeks · included
Full documentation your team can follow. Live training with everyone who will use the system. A 30-day support window after launch. At 30 days, a before-and-after report showing what changed.
Start Here

LET'S TALK
ABOUT YOUR
agency.

30 minutes. We'll map your current operation, identify your biggest time sinks, and tell you exactly what we'd build. No obligation.

Book a Discovery CallFree Operations Scorecard