Your ATS already does the CV work. We do the rest.
Agencies get sold automation on CV parsing, while their ATS already does that. The time disappears somewhere else: into timesheets, into invoicing, into chasing certificates.
How it works today
Every week the timesheets come in: through the portal, by email, as a photo of a paper slip. Someone checks them against the placement — rate, surcharges, maximum hours — and then enters them twice: once for the client invoice and once for payroll.
Alongside that runs the certificate administration. An ID that expires, an SCC card that lapses, a contract that ends. Each of those stops someone working, and you find out on the day.
- Staffing, secondment and recruitment agencies with 10 to 100 staff
- An ATS that stays exactly where it is — we do not replace it
- Weekly timesheet processing and invoicing
- Candidates with certificates that expire
What happens, step by step
- 1Collect the hours
From the portal, the email or a file. Photos of paper slips are read out too.
- 2Check against the placement
Hours are compared with the contract: rate, surcharges, maximum hours. Differences go on a list instead of straight through.
- 3Queue invoicing and payroll
The client invoice and the payroll data are prepared in your own systems.
- 4Monitor certificates
IDs, safety certificates and contracts get an expiry date. Well before they lapse a request goes out automatically to the candidate or the client.
- 5Keep candidates informed
Acknowledgements and status updates go out automatically. Rejections keep a human step — that is where your reputation sits.
- 6Post the vacancy
An intake is turned into a draft text and queued for the channels you already use.
Where it goes wrong when it is built too simply
These are the questions we ask in the quick scan. If a supplier does not ask them, they surface later anyway — usually once there is already an invoice.
- A timesheet signed by a client contact who has since left.
- Overtime that falls under a different surcharge depending on the collective agreement.
- A candidate working at two clients in the same week at different rates.
- A certificate renewed but supplied as a photo that is not legible.
- A placement that ends mid-week, where the final invoice and the final payroll run disagree.
- A client portal that will only accept hours in its own format and its own window.
What it delivers
The weekly round shrinks from entering twice to checking once. What matters more is that the differences surface: hours that do not match the placement are visible before they are invoiced rather than after a client queries them.
The certificate side is the quieter win. Nobody is turned away at a gate because a card expired while everyone assumed someone else was watching.
We do not replace your ATS and we do not do CV parsing. That is what your ATS is for, and it usually does it well.
Build: €4,500 – €8,500
Category: Extensive automation
Build time: 34 to 60 hours
Lead time: 4 to 6 weeks
Maintenance: Managed, €395 per month
A range, not a quote. What it becomes for you follows from the Automation Check. All prices →
See all prices →Start with one process
Tell us which work gets retyped most often at your company. If automating it turns out to be a bad idea, you will hear that in the first conversation — before there is an invoice.
The first conversation is free and without obligation. Want it substantiated? The Automation Check is €295 — deducted if you have us build within 30 days.