EXAMPLE PROJECT

Faster Placements, Fewer Missed
Opportunities Through Structured
Follow-Up & Pipeline Control

£17,500 investment | £2,625–£4,725 potential R&D tax relief | 3–4 month ROI

Industry

Recruitment Agency

Timeline

4-6 Weeks

Team Size

5-8 Recruiters

This project focused on fixing the part of recruitment that quietly costs agencies the most money; what happens after a candidate or client enquiry comes in.

Not lead generation or more marketing. The follow-up, handoffs, and deal progression that determine whether opportunities turn into placements or disappear.

The Challenge

✗ Candidate enquiries not followed up quickly or consistently
✗ Client leads sitting too long without response
✗ Interviews, CV sends, and next steps tracked manually across spreadsheets
✗ Deals stalling due to lack of structured follow-up
✗ Limited visibility across active pipeline making it difficult to forecast revenue

With placements typically worth £6,000-£8,000 each in placement fees, even a small number of missed or delayed opportunities was having a significant impact on revenue.

The agency had the candidates, the clients, and the demand. What it didn't have was a system to consistently move deals forward from enquiry to placement.

The Solution

This was not about adding another system. It was about making sure every candidate, client, and opportunity was handled properly from first contact through to placement.

⚡ Instant Candidate & Client Response

✓ Immediate automated response to all new enquiries
✓ Structured qualification forms
✓ Skills and availability capture
✓ Automatic assignment to recruiters
✓ Response time reduced from hours to minutes

📊 Placement Pipeline Management

✓ Clear pipeline stages from enquiry to placement
✓ Real-time visibility across all active deals
✓ Automated stage progression triggers
✓ Revenue forecasting based on pipeline
✓ Team performance dashboards

🔁 Automated Follow-Up Sequences

✓ Multi-channel follow-up (email, SMS, phone)
✓ Interview and CV submission reminders
✓ Client feedback requests
✓ Candidate availability check-ins
✓ No opportunities slip through gaps

📋 Interview & CV Management

✓ Automated interview scheduling
✓ CV submission tracking with client
✓ Client feedback collection workflows
✓ Candidate status updates
✓ Clear handoff between recruitment stages

🎯 Candidate Database & Matching

✓ Centralised candidate database
✓ Skills-based matching to roles
✓ Candidate re-engagement workflows
✓ Duplicate prevention
✓ Historical placement tracking

📈 Reporting & Analytics

✓ Placement conversion tracking
✓ Average time-to-placement metrics
✓ Pipeline bottleneck identification
✓ Recruiter performance dashboards
✓ Revenue forecasting and reporting

R&D Tax Relief

This type of project may qualify for R&D tax relief due to the custom workflow logic, complex multi-stage pipeline design, integration requirements, and technical problem-solving involved in building a recruitment-specific CRM and automation system tailored to your agency's processes.

Qualifying Technical Work

✓ Custom multi-stage pipeline logic specific to recruitment workflows (candidate sourcing, CV submission, interview coordination, offer management, placement completion)
✓ Complex automation rules for dual-sided marketplace management (matching candidates to clients with dynamic criteria, availability tracking, and skills-based filtering)
✓ Integration architecture between job boards, email systems, calendar platforms, and candidate databases
✓ Advanced trigger-based notification system coordinating multiple parties (candidates, clients, internal recruiters) through each placement stage with conditional logic

Standard Relief (15%)

£2,625

Potentially recovered through tax return

ERIS Relief (up to 27%)

£4,725

For eligible loss-making R&D-intensive SMEs

Net Cost After Relief

£12,775–£14,875

Indicative net project cost

The Results

The impact wasn't just operational. It showed up directly in speed, consistency, and ultimately, more placements being completed.

70%

Faster initial response time

From hours to minutes for new enquiries

+35%

Increase in placement conversions

More enquiries becoming placements

2-4 hrs

Saved per recruiter per day

Time freed up for relationship building

45%

Reduction in stalled deals

Consistent follow-up keeps deals moving

12-15

Additional placements per year

At average £7,000 fee = £84k-£105k revenue

100%

Pipeline visibility

Everyone knows where every deal stands

8 days

Reduction in time-to-placement

From 36 to 28 days average

3-4 months

Return on investment

From increased placements and time saved

Frequently Asked Questions

The system is designed to work with your current setup wherever possible. Most job boards, scheduling tools, and applicant tracking systems can be integrated or replaced depending on your specific requirements and budget. Common integrations include Indeed, Reed, LinkedIn, Totaljobs, CV Library, and major ATS platforms. The goal is to enhance your workflow, not disrupt it.

The pipeline and automation logic can be customised to handle different recruitment types (permanent, contract, temp, executive search) and sector-specific workflows. Whether you run separate pipelines for each specialism or a unified system with conditional routing, the structure adapts to your business model and how you organise your teams.

All messages are written in your agency's voice and appear as standard email or SMS communications from your recruiters. The automation handles timing and delivery, but the experience feels personal and professional. Candidates and clients simply receive faster, more consistent communication. Personalisation tokens ensure names, job titles, and specific details are included naturally.

Training is included as part of the implementation. Most recruiters are comfortable with the new system within a few days because it simplifies rather than complicates their daily workflow. We provide hands-on training sessions, video guides, and documentation. Ongoing support is also provided to handle questions as they arise during the first few months.

Yes. You'll be able to make content updates, adjust messaging, and modify routine workflow steps yourself. For more significant structural changes such as adding new pipeline stages, changing integration points, or building new automation sequences, additional support can be arranged separately. The system is built to be flexible as your agency grows.

How Many Placements Are Slipping Through the Cracks?

If candidates are not being followed up, clients are waiting too long, or deals are stalling, it is rarely a people problem. It is a process problem.

Book Free Discovery Call Email Your Requirements

Important: This is an illustrative example based on a typical recruitment agency. Every business is different, and actual requirements, costs, and timelines will be confirmed during the review and scoping phase. Project costs vary depending on your specific requirements including recruitment model (permanent, contract, temp, executive search), number of sectors served, team size, existing technology stack, job board integrations needed, pipeline complexity, reporting requirements, and other business-specific factors. Results shown are based on typical outcomes but will vary by agency. R&D tax relief calculations are indicative only - your accountant will confirm final eligibility and claim amounts based on your company structure, qualifying expenditure, and tax position.

EXAMPLE PROJECT

Faster Placements, Fewer Missed Opportunities Through Structured Follow-Up & Pipeline Control

£17,500 investment | £2,625–£4,725 potential R&D tax relief | 3–4 month ROI

Industry

Recruitment Agency

Timeline

4-6 Weeks

Team Size

5-8 Recruiters

This project focused on fixing the part of recruitment that quietly costs agencies the most money; what happens after a candidate or client enquiry comes in.

Not lead generation or more marketing. The follow-up, handoffs, and deal progression that determine whether opportunities turn into placements or disappear.

The Challenge

✗ Candidate enquiries not followed up quickly or consistently
✗ Client leads sitting too long without response
✗ Interviews, CV sends, and next steps tracked manually across spreadsheets
✗ Deals stalling due to lack of structured follow-up
✗ Limited visibility across active pipeline making it difficult to forecast revenue

With placements typically worth £6,000-£8,000 each in placement fees, even a small number of missed or delayed opportunities was having a significant impact on revenue.

The agency had the candidates, the clients, and the demand. What it didn't have was a system to consistently move deals forward from enquiry to placement.

The Solution

This was not about adding another system. It was about making sure every candidate, client, and opportunity was handled properly from first contact through to placement.

⚡ Instant Candidate & Client Response

✓ Immediate automated response to all new enquiries
✓ Structured qualification forms
✓ Skills and availability capture
✓ Automatic assignment to recruiters
✓ Response time reduced from hours to minutes

📊 Placement Pipeline Management

✓ Clear pipeline stages from enquiry to placement
✓ Real-time visibility across all active deals
✓ Automated stage progression triggers
✓ Revenue forecasting based on pipeline
✓ Team performance dashboards

🔁 Automated Follow-Up Sequences

✓ Multi-channel follow-up (email, SMS, phone)
✓ Interview and CV submission reminders
✓ Client feedback requests
✓ Candidate availability check-ins
✓ No opportunities slip through gaps

📋 Interview & CV Management

✓ Automated interview scheduling
✓ CV submission tracking with client
✓ Client feedback collection workflows
✓ Candidate status updates
✓ Clear handoff between recruitment stages

🎯 Candidate Database & Matching

✓ Centralised candidate database
✓ Skills-based matching to roles
✓ Candidate re-engagement workflows
✓ Duplicate prevention
✓ Historical placement tracking

📈 Reporting & Analytics

✓ Placement conversion tracking
✓ Average time-to-placement metrics
✓ Pipeline bottleneck identification
✓ Recruiter performance dashboards
✓ Revenue forecasting and reporting

R&D Tax Relief

This type of project may qualify for R&D tax relief due to the custom workflow logic, complex multi-stage pipeline design, integration requirements, and technical problem-solving involved in building a recruitment-specific CRM and automation system tailored to your agency's processes.

Qualifying Technical Work

✓ Custom multi-stage pipeline logic specific to recruitment workflows (candidate sourcing, CV submission, interview coordination, offer management, placement completion)
✓ Complex automation rules for dual-sided marketplace management (matching candidates to clients with dynamic criteria, availability tracking, and skills-based filtering)
✓ Integration architecture between job boards, email systems, calendar platforms, and candidate databases
✓ Advanced trigger-based notification system coordinating multiple parties (candidates, clients, internal recruiters) through each placement stage with conditional logic

Standard Relief (15%)

£2,625

Potentially recovered through tax return

ERIS Relief (up to 27%)

£4,725

For eligible loss-making R&D-intensive SMEs

Net Cost After Relief

£12,775–£14,875

Indicative net project cost

The Results

The impact wasn't just operational. It showed up directly in speed, consistency, and ultimately, more placements being completed.

70%

Faster initial response time

From hours to minutes for new enquiries

+35%

Increase in placement conversions

More enquiries becoming placements

2–4 hrs

Saved per recruiter per day

Time freed up for relationship building

45%

Reduction in stalled deals

Consistent follow-up keeps deals moving

12–15

Additional placements per year

At average £7,000 fee = £84k-£105k revenue

100%

Pipeline visibility

Everyone knows where every deal stands

8 days

Reduction in time-to-placement

From 36 to 28 days average

3–4 months

Return on investment

From increased placements and time saved

Frequently Asked Questions

The system is designed to work with your current setup wherever possible. Most job boards, scheduling tools, and applicant tracking systems can be integrated or replaced depending on your specific requirements and budget. Common integrations include Indeed, Reed, LinkedIn, Totaljobs, CV Library, and major ATS platforms. The goal is to enhance your workflow, not disrupt it.

The pipeline and automation logic can be customised to handle different recruitment types (permanent, contract, temp, executive search) and sector-specific workflows. Whether you run separate pipelines for each specialism or a unified system with conditional routing, the structure adapts to your business model and how you organise your teams.

All messages are written in your agency's voice and appear as standard email or SMS communications from your recruiters. The automation handles timing and delivery, but the experience feels personal and professional. Candidates and clients simply receive faster, more consistent communication. Personalisation tokens ensure names, job titles, and specific details are included naturally.

Training is included as part of the implementation. Most recruiters are comfortable with the new system within a few days because it simplifies rather than complicates their daily workflow. We provide hands-on training sessions, video guides, and documentation. Ongoing support is also provided to handle questions as they arise during the first few months.

Yes. You'll be able to make content updates, adjust messaging, and modify routine workflow steps yourself. For more significant structural changes such as adding new pipeline stages, changing integration points, or building new automation sequences, additional support can be arranged separately. The system is built to be flexible as your agency grows.

How Many Placements Are Slipping Through the Cracks?

If candidates are not being followed up, clients are waiting too long, or deals are stalling, it is rarely a people problem. It is a process problem.

Book Free Discovery Call Email Your Requirements

Important: This is an illustrative example based on a typical recruitment agency. Every business is different, and actual requirements, costs, and timelines will be confirmed during the review and scoping phase. Project costs vary depending on your specific requirements including recruitment model (permanent, contract, temp, executive search), number of sectors served, team size, existing technology stack, job board integrations needed, pipeline complexity, reporting requirements, and other business-specific factors. Results shown are based on typical outcomes but will vary by agency. R&D tax relief calculations are indicative only - your accountant will confirm final eligibility and claim amounts based on your company structure, qualifying expenditure, and tax position.