The candidate joined, left in forty days, and we still have not billed the replacement.
A recruitment agency runs on client mandates, résumés from job portals, and a candidate pipeline in Excel, and fees depend on candidates joining and staying. GullySystem builds recruitment software that tracks every candidate from sourcing to joining. Fees, replacement periods, and recruiter targets are tied to each placement.
A placement fee is earned only when the candidate joins and stays past the replacement period. Most agencies track that final stretch least carefully.
We build candidate pipelines and placement billing for recruiters. The free technology audit looks first at your trackers and how résumés move today.
A client sends a job description and agrees a fee as a percentage of annual CTC or a fixed amount. Recruiters search Naukri and LinkedIn, call candidates, and send shortlisted résumés in the client’s format. Interviews are set up over calls and WhatsApp, and feedback comes back slowly.
Offers are negotiated, and then the waiting starts: notice periods, counter-offers, and no-shows on joining day. The invoice goes out after joining, with a replacement clause if the candidate leaves early. Recruiters report daily numbers to the owner in a DSR sheet.
What goes wrong for recruitment agencies without a proper system.
The same candidate is sent twice
Two recruiters submitted one résumé to the same client, and the client noticed.
Joining dates slip without follow-up
The candidate’s notice period stretched, and nobody called until the day he did not show up.
Replacement periods are not tracked
A placement leaves, and the client asks for a replacement you had forgotten you owed.
The DSR takes an hour each evening
Recruiters copy calls and submissions into a sheet instead of recruiting.
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 JD register
Each client requirement with fee terms, positions, and the recruiter assigned.
Candidate pipeline
Candidates moved through sourced, screened, submitted, interviewed, offered, and joined, with duplicate checks.
Résumé parsing and search
Résumés uploaded and searchable by skill, location, and notice period.
Offer and joining tracker
Offer date, notice period, and joining date, with reminders to call the candidate before joining.
Placement billing and replacement register
Invoices raised on joining, with the replacement period counted down for each placement.
Recruiter DSR
Daily calls, submissions, and interviews pulled from the pipeline, not typed separately.
The services behind it.
AI and Intelligent Automation
Reading invoices, sorting enquiries and drafting replies, with a person approving anything that matters.
Learn moreBusiness Process Automation
Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.
Learn moreSaaS Product Development
Turning a system that works for one business into a product other businesses can subscribe to.
Learn moreAPI and System Integration
Tally, WhatsApp, payment gateways, GST portals and your own apps sharing one set of numbers.
Learn moreHow the work runs from Bengaluru for your city.
- 01
The audit, by call
A screen-share and a look at the sheets, Tally reports and WhatsApp groups your team uses. No travel needed.
- 02
A written proposal
Scope, what we build first and the cost, agreed in writing before anything starts.
- 03
Build in short rounds
Working screens shared every few weeks. Your team tests them from your own office.
- 04
Go-live, in person when it helps
For data migration and training we can come to your city. Travel is agreed in advance.
- 05
Support online
Fixes, changes and hosting handled remotely by the same team that built it.
Software we have built and run.
We only name clients whose work is published. These are systems our team designed, built and supports.
PetSeva: matching owners to the right vet, at any hour
A two-sided veterinary platform where supply is searchable by specialisation and bookable outside clinic hours — now carrying more than 2,000 veterinary doctors.
Read the case study Paying guest accommodationSAM Atithi Pavathi: bed-level occupancy as the source of truth
PG management software where allocation, rates and invoices all derive from bed-level occupancy, instead of being maintained in parallel spreadsheets.
Read the case study School transport servicesSAM Tours: school transport on a single ledger
Registration, fee collection, routing and finance writing to the same records — closing the gap between journeys run and fees actually collected.
Read the case studyQuestions recruitment agencies ask before they call.
Will placement invoices go to Tally?
Yes. Invoices raised on joining can post to Tally with GST, and payments are matched back to each placement.
Should we buy an ATS instead?
An off-the-shelf ATS is a good choice for many agencies, and we will say so if it fits. Custom work helps when your fee terms, client formats, or reporting do not fit one.
Can it pull résumés from job portals?
It can take résumés you download or forward, and connect to portals where they allow it. Portal access depends on your subscription.
Is candidate data safe?
Yes. Access is by role, and the free technology audit checks how personal data is stored today.
What happens in the free technology audit?
We 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 to start. You get a report ordered by priority, and there is 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. The audit settles the scope, and the cost goes into a written proposal before any work starts.
Bengaluru areas with many recruitment agencies.
Cities where recruitment agencies are common.
Related industries.
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.
- No obligation
- We reply the same working day
- Your details stay private