(STAGE 01)
The Trigger
Picks up the work as it lands. That could be a new registration, a placement logged, a document uploaded, or an invoice falling due.
Recruitment
AI recruitment agents for the admin behind every placement.
An AI recruitment agent takes on the back-office work around every placement. Candidate records, compliance files, placement paperwork and invoicing. Your team signs off on its work, and your consultants can get back to candidates and clients.
The Problem Where hiring
Where hiring
gets stuck.
Every placement brings a trail of admin with it. When a candidate registers, someone keys their details into the CRM. A role is filled and someone builds the compliance file, sends the confirmations, and raises the invoice. It all has to be done properly.
On a busy desk, that work lands on consultants between calls, or on a small back-office team covering several desks at once. Records go out of date and documents expire without anyone noticing. A late invoice means the fee gets paid late, and a missing document can hold up a start date.
An AI recruitment agent takes on that admin, so your consultants can focus more on candidates and clients.
The Walk-Through
What a recruitment agent does.
Every agent we build is designed around how your agency runs. The work usually follows three stages, each one shaped to your process and your clients' terms.
(STAGE 02)
The Checking
Reads what's come in. Then checks it against your rules and each client's terms, and flags anything missing or out of line.
(STAGE 03)
The Update
Writes the result into your CRM or finance system, and hands anything uncertain to a person to decide next steps.
PAYOFF
The output is finished, filed admin. All that's left for your team to check are the exceptions.
Every agent is built for your business, not bought off a shelf.
There's no product to switch on and no template to fit yourself around. We design and build each one around your process, then run it for the jobs you need doing.
What We'd Build
What a recruitment agent can take on.
These aren't products to choose from. They're examples of what an agent could do, each one designed and built around how your agency runs.
Candidate records
This could look like an agent that takes a new registration through to a clean record in your CRM.
- CVs and registration forms read and entered for you
- Duplicate records flagged for merging
- Consent and retention dates recorded
- Out-of-date records flagged for review
Results
A candidate database your consultants can trust.
Compliance and vetting
We might build this as an agent that takes each candidate from documents requested to a compliance file ready for sign-off.
- Documents requested and chased until they're in
- Each file checked against your checklist and the client's requirements
- Expiring documents flagged before they lapse
- A person reviews and signs off every file
Results
A complete compliance file before the candidate starts.
Placement admin
An agent at this stage could take a placement from offer accepted to start date, handling the paperwork in between.
- The placement recorded in your CRM
- Confirmations to client and candidate drafted from your templates
- Your agreed terms used as written, not reworded
- Start dates and rebate periods tracked
Results
Every placement recorded the same way, with nothing left to memory.
Invoicing and credit control
Or an agent that takes each placement from start date to fee paid.
- Fee invoices raised when a candidate starts
- Contractor invoices built from approved timesheets
- Payments matched against what's owed
- Reminders for overdue fees drafted for your approval
Results
Invoices out on time, and fewer fees left unpaid.
An Example
A back office covering several desks.
Picture an agency making around 40 placements a month, with one small team handling the admin for every desk.
Today
~40 placements a month
Keyed into the CRM, compliance file built, and invoice raised by hand
Around 45 minutes each, so about 30 hours a month
With a recruitment agent
Placement logged in the CRM
Records updated, compliance checked, and the invoice drafted
Exceptions flagged with the reason
About 5 minutes of checking each, so just over 3 hours a month
Payoff
Same 40 placements. Around 30 hours of admin becomes a few hours of checking, and invoices go out the day a candidate starts, not when someone finds the time.
Figures are illustrative.
Process Questions
Common questions about AI agents in recruitment agencies.
Which admin jobs suit an agent best?
The ones that run the same way every time and draw on information you already hold: registering candidates, building compliance files, recording placements, and raising invoices. During a Discovery session we'd look at your volumes and systems, and tell you which jobs are worth building for first and which aren't.
Who signs off compliance checks?
Your team does. The agent collects the documents, checks them against your checklist and each client's requirements, and flags anything missing, expired, or unclear. A person reviews the file and signs it off, and the agent records who did and when.
Can an agent help with screening and shortlisting too?
It can, built the same way: the agent ranks candidates against the client's brief and your consultant decides who goes forward. We'd usually suggest starting with the admin, because the rules are already written down and nothing the agent does there decides who gets a job.
Will it work with the systems we already use?
Yes. We connect it to your CRM or ATS, your accounts software, and your document storage during a Discovery session, so records and invoices stay in the tools your team already works in.
Is our data safe?
Your agent runs in an isolated Azure tenancy, on infrastructure built and managed by Synextra, our parent company, who have spent many years running Azure for governance-led businesses. Candidate, client, and financial data is handled in line with your own policies and the terms you hold with each client.
Managed AI Agents For Governance-Led Firms The workhorse
The workhorse
of your business.
We design it. We build it. We run it.
You only pay when it delivers.