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GullySystem
Employment and HR · Software for recruitment agencies

Carry each candidate to joining day, and count every replacement window.

A recruitment agency earns its fee on joining day and keeps it only if the candidate is still there when the replacement window closes. Recruitment Agency Management Software holds the mandate and its fee terms, and moves candidates from sourcing to joining. A duplicate submission is flagged before the client spots it, and the replacement window counts down on every placement. The daily activity report comes out of the pipeline instead of being typed again at seven.

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At a glance

The fee is earned on joining day. It is kept only if the candidate is still at the desk when the replacement window closes. Most agencies watch the first half of that closely and the second half not at all.

A pipeline and a placement ledger built around your own fee terms is what a recruitment desk needs. Our Recruitment Agency Management Software is the starting point. Send us your fee terms and candidate stages, and we start there.

How the work runs today

A client sends a job description and agrees a fee, either a share of the candidate’s annual salary package or a fixed amount. Recruiters search job portals and LinkedIn, ring candidates at lunch time, and send shortlisted résumés in the client’s own format. Every client has its own idea of a good shortlist. Interviews are lined up over calls and WhatsApp, and feedback returns a week later, if at all.

Offers go out, pay is negotiated, and then everybody waits. Notice periods stretch, counter-offers arrive, and some candidates back out on joining day. The recruiter who chased the candidate may not be the one who invoices. The invoice follows joining with a replacement clause running behind it, and recruiters type the day’s numbers into a daily report sheet every evening.

Where it breaks

What goes wrong for recruitment agencies without a proper system.

The same résumé goes twice

Two recruiters submit one candidate to the same client, and the client notices before either of them does. Your credibility takes the hit.

Client feedback never comes back

Candidates sit after the first or second round with nobody chasing the panel. A good profile goes cold. The mandate stays open.

Offers end in a backout

The candidate’s notice period stretches, a counter-offer lands, and nobody calls until the morning he does not turn up. The client is left waiting.

Replacement windows are not counted

A placement leaves in the seventh week, the client asks for the replacement you had forgotten you owed, and the fee turns into a credit note.

The daily report eats every evening

Recruiters copy calls and submissions into a sheet instead of making one more call. That is lost selling time, every day.

What the software does

What we would build for recruitment agencies.

Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.

Mandate and job description register

Hold each client requirement with its fee terms, replacement clause, number of positions and the recruiter it belongs to, so nobody works a mandate that closed last week.

Candidate pipeline

Move candidates through sourced, screened, submitted, interviewed, offered and joined, with a duplicate check running at submission.

Résumé database and search

Upload résumés and search by skill, role, location and notice period, so an old profile surfaces when a new role fits it.

Interview line-up and feedback

Hold the slot, the round and the panel for each candidate, with pending feedback listed by client so somebody chases it.

Offer and joining tracker

Record the offer, the joining date and the documents collected, with the notice period followed through to joining day.

Placement billing and replacements

Raise the invoice on the trigger agreed with the client, and run the replacement clock from every joining date until it closes.

Recruiter daily report and targets

Pull the day’s screening calls, submissions and interviews out of the pipeline, and show each recruiter against target.

Before you talk to a supplier

A requirements checklist for recruitment agencies.

What to cover, which reports to ask for and what to put to every vendor, ready to print or save as a PDF.

Open the checklist
Ready product

A product already built for recruitment agencies.

It is adapted to how your business works before it goes live, and anything your trade needs that it lacks is added then.

Recruitment Agency Management Software

Applicant tracking for recruitment agencies: client mandates, candidate database, screening, submissions, interviews, offers, joining, replacement periods, placement invoices and recruiter targets.

See the product
More products

Other products in the same sector as recruitment agencies.

Solutions inside

The business modules recruitment agencies use most.

Each one is also available on its own, or inside a system built for you.

All solutions by area

AI by department

Where AI can help recruitment agencies.

Each one reads records you already keep, and a person approves every decision.

Connections

Tools recruitment agencies often connect.

Worldwide

Where we work with recruitment agencies.

Services

The services behind it.

AI and Intelligent Automation

Reading invoices, sorting enquiries and drafting replies, with a person approving anything that matters.

Learn more

Business Process Automation

Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.

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SaaS Product Development

Turning a system that works for one business into a product other businesses can subscribe to.

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API and System Integration

Accounting software, WhatsApp, payment gateways, tax portals and your own apps sharing one set of numbers.

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All our other services

Guides

Written for recruitment agencies.

Practical notes on running the business, not product marketing.

Questions to Ask Before Buying Recruitment Agency Software

Questions a placement agency owner should put to a software vendor about mandates, duplicate submissions, replacement windows, data access, Tally and cost.

Learn more
How it works

How the work runs from Bengaluru for your city.

  1. 1

    The audit, by call

    A screen-share and a look at the sheets, accounting reports and WhatsApp groups your team uses. No travel needed.

  2. 2

    A written proposal

    Scope, what we build first and the cost, agreed in writing before anything starts.

  3. 3

    Build in short rounds

    Working screens shared every few weeks. Your team tests them from your own office.

  4. 4

    Go-live, in person when it helps

    For data migration and training we can come to your city. Travel is agreed in advance.

  5. 5

    Support online

    Fixes, changes and hosting handled remotely by the same team that built it.

Published case studies

The work we have published.

We only name clients whose work is published. None of them is in this trade; they show how the team works, not that it has built for this trade.

All case studies
Pet care and veterinary services

PetSeva: matching owners to the right vet, at any hour

A two-sided veterinary platform where vets are searchable by specialisation and bookable outside clinic hours. It now carries more than 2,000 veterinary doctors.

Read the case study Paying guest accommodation

SAM Atithi Pavathi: bed-level occupancy as the source of truth

PG management software where allocation, rates and invoices are derived from bed-level occupancy and not maintained in parallel spreadsheets.

Read the case study School transport services

SAM Tours: school transport on a single ledger

Registration, fee collection, routing and finance write to the same records, closing the gap between journeys run and fees collected.

Read the case study Microfinance and Self Help Groups

Vikasa RDO: making SHG loan recovery auditable

Loan proposals, recoveries and commissions sit on one record, with a person attached to every state change, so a business handling a bank’s money can show where each rupee went.

Read the case study
Common questions

Questions recruitment agencies ask before they call.

Will placement invoices go to our bookkeeper’s software?

Not built in. Invoice and collection reports are ready for your accountant. Turning those into an import file for your package is extra work with its own price.

Do we take your product or commission a custom build?

Start with Recruitment Agency Management Software. It suits most desks. Custom work helps when your fee terms, client formats or reporting will not bend into it.

Can it pull résumés from the job portals?

Partly. It picks up résumés from a mailbox you control and imports résumés downloaded from job portals or LinkedIn. Posting a mandate out to a portal is not part of it.

Can a recruiter walk out with our candidate database?

Not by default. Each recruiter works their own mandates, while the owner sees every desk. Restricting bulk export to the owner, with a log of each one, is custom work on top.

How is a recruitment agency quoted?

Recruiters, team leads and billing users set the base. Mandates, candidate pipeline, résumé search, interviews, offers and joining tracking, placement billing and daily reports are modules priced apart. A job portal link or an accounts link adds scope. An existing résumé database to import counts too.

What should an agency gather before work begins?

A client mandate, a sample shortlist format, the candidate sheet now in use, an offer tracker, a placement invoice and a replacement clause note. A senior recruiter and a billing person check screens.

Do candidate and client records stay with the agency?

Mandates, candidates, interviews, offers and invoices come out as readable files. Code and data both belong to the agency. Support comes from the same builders. GullySystem hosts it, or the agency can choose its own host.

What happens after I share my requirements?

An engineer reads what you send and replies within one business day. We then look at the software, spreadsheets and WhatsApp groups your business runs on today and write down what works, what slows your team down and what is missing. A demo login, a screen-share or a few screenshots are enough. You get a short written summary ordered by priority, with no obligation to hire us afterwards.

How much will the software cost?

We don’t publish a price, because it depends on what the system has to do. That first review settles the scope, and the cost goes into a written proposal before any work starts.

In Bengaluru

Bengaluru areas with many recruitment agencies.

Across India

Cities where recruitment agencies are common.

Related

Related industries.

Category

Part of these wider groups.

Talk to us

Tell us how your business runs today.

A few lines on your spreadsheets, software and WhatsApp groups is enough. We reply the same working day.

What happens after you share your requirements

  1. A senior engineer reads your answers. Nobody phones first.
  2. Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
  3. If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
  4. No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.

Share your requirements