Candidates in a spreadsheet. Documents in email. Offers in a folder.One person carrying it all.
That person is your recruiter, and they are doing admin instead of placing. Put it all on one system with AI on top, and candidates get ranked, documents get chased and offers close without them.
Six problems that cost you money.
None of these are caused by recruiting badly. They are caused by the pipeline, the documents and the client conversation living in different places, so a recruiter has to carry information between them. That is the problem we solve.
A candidate goes quiet and the fee goes with them
Good candidates cool off because nobody followed up at the right moment. Without a pipeline view you cannot see who needs chasing and who is about to accept somewhere else. The one you lose is the fee you already earned.
One missing document holds up the whole placement
State board verification, DEA where it applies, OIG screening, right to work, references. The client is ready and the start date is set, and everything waits on one document nobody chased.
Every recruiter works a different way
One keeps candidates in a spreadsheet, one in their inbox, one in their head. When somebody leaves, their pipeline leaves with them, and nobody can tell you what happened to the shortlist from last month.
Clients email to ask where things stand
Job briefs in email, feedback on WhatsApp, offers tracked in a spreadsheet. Every status request is a lookup a client portal answers, and every one interrupts a recruiter who was filling a role.
You cannot tell which clients are worth the effort
Time to fill, conversion from CV sent to offer, fee per placement, which clients actually convert. The data exists in the business already, just not anywhere a decision can be made from it.
Nothing you update is updated everywhere
A candidate exists in the job board, the spreadsheet, the inbox and somebody’s notes. Every update entered more than once is a chance to miss one, and the version that is wrong is the one you send to the client.
We do not know your numbers. You do.
Most agencies have never added this up. These four questions are worth answering before any call, because they decide whether a build is worth it for you.
How many are waiting on a document rather than a candidate?
How much of it is the process rather than finding people?
How many went cold last quarter because nobody followed up?
What did the placements you lost last quarter add up to?
What changes once it runs on one system.
We customise a proven recruitment base model, so the pipeline, credentialing and offer management are solid on day one. Six capabilities, each one closing a problem above.
Reach the candidate before your competitor does
Full applicant tracking from application to placement, stage-by-stage pipeline, automated follow-ups and recruiter task management, with the AI ranking who to contact first.
Never lose a placement to a missing document
State board verification, DEA where it applies, OIG screening and right to work, tracked per candidate with expiry alerts and automated chasing. Submission blocked while anything is outstanding.
Stop clients emailing for an update
Job briefs, shortlists, interview scheduling, client feedback and offers in one place, with a client portal showing where every role stands. They read the same records your recruiters work from.
Post once, appear everywhere
Simultaneous posting to Indeed, LinkedIn, ZipRecruiter and healthcare-specific boards, with CVs parsed on arrival and source tracking showing which channels actually produce hires.
Know which recruiter and which client actually pays
CVs sent, interviews arranged, placements made, time to fill and fee revenue per recruiter and per client. Targets your team can see and numbers you can price from.
Verbal offer to placed in one workflow
Digital offer letters, contract generation, e-signature, onboarding checklists and right-to-start confirmation. The fee is raised from the placement record, not typed again.
One database. That is why the AI works.
Bullhorn’s 2026 GRID report, across roughly 2,300 firms, found agencies using AI in their workflows were 3.5 to 4.5 times more likely to grow revenue last year. But AI bolted onto tools that do not talk to each other cannot match, chase or reconcile anything, because it only ever sees one piece at a time.
Six things this changes for you.
Candidates arrive ranked, not sorted by hand
The AI ranks your existing database against a new role on specialty, licence status, location, availability and past placement history. Your recruiter reviews a shortlist instead of building one.
Nobody gets submitted with a document missing
Outstanding items are detected on the candidate record, chased automatically, and submission to the client is blocked until the file is complete. The block is a system rule, not somebody remembering.
Follow-ups happen without a reminder list
A candidate who has not moved for a set number of days triggers a follow-up automatically, and so does a client who has not given feedback. Nothing goes cold because a recruiter was busy.
CVs parse themselves on arrival
An incoming CV is read on receipt, experience, licences and specialties extracted, and the candidate created without anyone retyping it. Duplicates are matched to the existing record.
Clients stop emailing to ask where things stand
Shortlists, interview stages and offer status visible in the client portal as they happen, drawn from the same records your recruiters work from. No second version to keep in step.
The roles at risk of falling through show early
The AI flags which roles are slipping and which candidates are likely to drop out, based on your own placement history, so a recruiter intervenes before the client asks.
Every recommendation the AI makes is visible and reversible, and every compliance decision is logged with a reason. The AI recommends. A person decides. It does not decide who gets submitted for a role.
The recruitment platforms we built, running live.
Two recruitment builds, shown properly, rather than three from other verticals dressed up to fill a row.
Good Work
A healthcare recruitment agency running 200 candidates across three spreadsheets, with compliance tracked by hand and no view of the live pipeline. We built recruiter, candidate and admin dashboards on a single data model, with per-candidate compliance checklists that gate progression: a candidate only advances when the file is complete.
The result came from closing pipeline leakage rather than sourcing harder. Placements rose 40% in the first quarter on the platform, without adding recruiters.
Not our claims. Theirs.
Named founders and chief executives whose platforms we built, across healthcare recruitment and staffing. Ask us to walk you through any of those platforms, screen by screen, on a demonstration account, before you sign anything.
"We passed our first HIQA inspection with zero findings. That alone justified the investment."
"The OIG screening alone saved us from a compliance incident in month two."
"The automated payments alone saved us 15 hours a week. Workers get paid on time, every time."
What agencies ask before booking.
The honest answers, including the ones about ownership and what happens after we hand over.
How is a custom build different from Bullhorn or Vincere?+
Off-the-shelf platforms ask you to work the way the software works. A custom build is scoped around how your agency already operates. The larger difference is timing: when you want something automated, we build it, whereas on a licensed platform you raise a feature request and wait for the roadmap. You also own the source code outright, with no per-seat fees that grow as your roster does.
Is the AI actually built in, or is it a separate product?+
It is built into the platform and it is in the fixed scope. Candidate ranking, compliance chasing, follow-up automation and CV parsing are part of the build, not a licence you add later. Everything the system recommends is visible and reversible, and a person stays in the loop on every compliance decision.
How does the build process work from start to go-live?+
We run a five-phase process: a free 30-minute discovery call, then a Blueprint week that maps your workflow; a fixed-scope, fixed-price specification with wireframe walkthroughs before any code is written; an agile sprint build where you see working, clickable software every two weeks; and a go-live phase covering parallel running, team training, data migration and 30 days of hypercare.
Who owns the code and the data?+
You do, both of them. The source code and infrastructure are delivered to you on completion, and your operational data was always yours. There is no per-seat licence, no lock-in and nothing that stops you taking the platform to another developer later. That is the difference between owning a platform and renting access to one. It also matters if you ever sell: a platform you own is an asset that transfers with the business, where a licensed subscription is a cost the buyer inherits.
What happens after go-live?+
Thirty days of hypercare is included in every build, with same-day fixes. After that most agencies move to a monthly support retainer covering bug fixes, small enhancements, compliance updates and security patches, from the team that built the platform rather than a general helpdesk. The retainer is optional and you can stop it at any point.
Do we have to pay it all upfront?+
No. The build is split across three milestones: 30% to start, 40% at the mid-build review once you have seen working software, and 30% on go-live. We know agencies run weekly payroll against 45 to 75 day receivables, so the schedule is designed to sit alongside that rather than compete with it. The Blueprint fee is credited against the first milestone if you proceed.
How long does it take, and what does it cost?+
Foundation goes live in 6 to 10 weeks and starts at $8,000 fixed, with $350 a month after delivery. Complete System runs 12 to 16 weeks at $15,000 to $20,000. Enterprise runs 16 to 24 weeks and lands between $32,000 and $50,000. Scope beyond that, such as a multi-country operation or international recruitment with immigration and sponsorship workflows, is quoted in the Blueprint and still fixed before we start. Tiers differ by what gets built, not by headcount, so adding recruiters never changes the price. All timelines and prices are contractual.
Priced on what we build, not how many recruiters you have.
Most custom developers make you book a call to find out the price. Here it is. Builds run $8,000 to $50,000 depending on what gets built, fixed before we start and paid across three milestones rather than upfront, and the same whether you have 3 recruiters or 30.
If it goes wrong, that is our problem, not yours
Which of those six is costing you most?
Tell us on a call. We will show you what a single system closes, and what it costs.
Not ready for either? Ask us to walk you through one of these platforms, screen by screen, on a demonstration account with no real candidate data on it. You will see the actual workflows, not a slide deck.