Recruitment Agency Software: Clients, Deals and Candidates in One Place

A recruitment agency has two sets of customers, and both go quiet at the worst moment. A client company sends a vacancy, then disappears for two weeks; a candidate you spent hours screening accepts a counter-offer the day before signing. In between, business development lives in a spreadsheet, live roles on a whiteboard, candidates in email folders and fee invoices in a word-processor template.

Saauzi won't replace a specialist agency applicant tracking system (ATS). But if you are a small agency that wants client deals, assignments, candidates and cash in one place, its Projects, CRM, HRM and Cashbook apps cover more than you might expect.

What software a recruitment agency actually needs

• A business development pipeline: which companies you are talking to, what each mandate could pay and which consultant owns it.
• Assignment tracking: every role you have been briefed on, with fee terms and deadlines.
• A candidate pipeline: applications in, screened, interviewed, offered, placed or turned down.
• Time against fee: how many hours a search really takes, which matters most on contingent roles paid only on placement.
• Fee invoices and cash: invoices chased until paid, and a cash book that matches the bank.

Our plain-English guide to ERP for small businesses explains how one platform connects all of that.

How Saauzi maps to agency work

When you sign up and choose recruitment agency as your industry, Saauzi switches on four apps. Others can be added from the hub later.

CRM: client companies and deals

Each lead holds the client's contact, company, source, deal value (the expected fee), owner and expected close date, and moves through stages you set, for example Prospect, Brief taken, Terms sent, then Won or Lost. Calls, meetings, notes and follow-up tasks sit on the lead, so when a consultant is away, a colleague can see exactly where a client stands. Our guide to Saauzi CRM covers it in full.

Projects: one project per assignment

When a mandate is won, create a project for the client. A placement fee fits a fixed price; paid work such as interview-panel days fits an hourly rate. Set the budget as the hours you are willing to spend. Search steps (intake brief, longlist, shortlist, client interviews, offer) become tasks with owners and due dates. Timesheets show hours per assignment, and when the candidate is hired you raise a numbered invoice from the project with your taxes and PAN/VAT.

HRM: candidates through the hiring pipeline

Publish the role as a job opening on your public careers page. Candidates apply there and move through applied, screening, interview, offer, hired or rejected. HRM's hiring pipeline was built for a business hiring its own staff. It works for a straightforward flow of one opening per client role, but it is not a full agency ATS. The same app holds your consultants' profiles, departments and leave, as our guide to Saauzi HRM explains.

A hypothetical fortnight at a three-consultant agency

• Monday: a hotel group needs a finance manager. Sita adds a lead at NPR 180,000, which is 15% of a NPR 1,200,000 annual salary.
• Tuesday: terms agreed. The lead is marked Won, a fixed-price project is created with search tasks, and the opening goes live on the careers page.
• Thursday: 34 applications are in. Sita moves nine to screening and four to interview, logging six hours on the project.
• Week two: the client offers a candidate, who accepts and moves to hired. Sita raises the invoice with VAT. The timesheet shows 31 hours in total, roughly NPR 5,800 of fee per hour.

A checklist for choosing agency software

1. Does it track client deals with a value, an owner and a close date?
2. Does the candidate pipeline match how you actually place people?
3. Can you see hours per assignment against the fee?
4. If you supply temporary staff, does it handle their hours and pay?

Where Saauzi fits and where it doesn't

Saauzi fits small agencies doing permanent placements at modest volumes, where the business side matters as much as the candidate flow. It is the wrong choice when:

• You need a full agency ATS. There is no CV parsing, no posting to external job boards, no client portal for reviewing shortlists, and no email sync or automated candidate emails.
• You supply temporary or contract workers. There is no payroll, attendance or shift rostering, and timesheets cover your own team's hours, not the hours of workers you place.
• You need documents and signatures. There is no document management or e-signatures for terms of business or offers.
• You need formal accounts. Cashbook is not full accounting; your accountant keeps the books and VAT returns.

If you handle dozens of live roles and thousands of candidates, a dedicated agency ATS is the better choice. Saauzi doesn't connect to other software, so the two would run separately.

What it costs

Your first app is free forever, so you could start with CRM. One flat subscription then unlocks every Saauzi app: NPR 1,500 per user per month or NPR 12,000 per user per year (US$20 or US$200 internationally). Three consultants on annual billing would pay NPR 36,000 (US$600) a year. See the pricing page.

FAQ

Is Saauzi an applicant tracking system?

Not a full one. HRM has a hiring pipeline with a public careers page, built for hiring. It suits simple agency flows, not high-volume recruitment.

Can I track client companies and candidates separately?

Yes. Client companies and deals live in CRM, and candidates are applicants on job openings in HRM.

Can I see whether a contingent search was worth the effort?

Yes. Compare the hours in its timesheet with the fee.

If your clients, roles and candidates are scattered across spreadsheets and inboxes, bring them into one place. See what Saauzi sets up for recruitment agencies, and start with one app free.