One system for client mandates, candidate pipelines, interviews, offers and placement invoices.
Run a recruitment agency from one system. Every client mandate carries its fee terms, open seats and closing date. Candidates move from CV intake through screening, client submission, interview and offer on a single record. Placements, joining dates and replacement periods stay beside the invoice raised for each fee.
- Mandate stages, fee terms and replacement periods entered as your agency works them today
- Candidate and client lists migrated from your CV folders, sheets and mail boxes
- Later changes to stages, fee rules and submission formats carried out for you on request
Recruitment Agency Management Software holds every client mandate with its fee terms, open seats and closing date. Agencies know this shape as an applicant tracking system, or ATS, with the client side of a recruitment CRM beside it. GullySystem sets it up for placement consultancies, staffing agencies and search firms. Candidates move from CV intake through screening, submission, interview and offer on one record. Placement invoices, joining dates and replacement windows stay beside the fee. Recruiter targets sit beside collections.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Mandate taken
A client sends a requirement. The role, seat count, location, salary band, fee basis and closing date are recorded against that client company.
- 2
Sourcing
Recruiters pull CVs from the database, portals, referrals and walk-ins. Every CV attaches to a candidate record. Tagging then links it to the mandate it answers.
- 3
Screening
The recruiter calls the candidate and notes current role, notice period and expectation. A rating against the mandate decides who enters the shortlist.
- 4
Submission and interview
Shortlisted profiles go to the client with a submission date. Rounds are booked with the panel, and each verdict is written on the candidate’s row.
- 5
Offer and joining
The offer, the joining date and the documents collected are recorded. Notice period and the day the candidate reports are followed until joining is confirmed.
- 6
Invoice and replacement window
The fee is invoiced on the trigger agreed with that client. The replacement clock starts at joining, and collection follow-up sits with accounts.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Client records and fee terms
Keep each client company, its hiring contacts, the fee basis agreed, payment days and the replacement window on one record.
Learn moreMandates and job orders
Record every requirement with the job description, seat count, location, salary band, priority and closing date against the client who raised it.
Learn moreCandidate database
Hold candidate profiles with their resumes, current role, notice period, expectation, skills and every mandate the person was considered for. Recruiters look a candidate up by skill, role, location or notice period.
Learn moreCV sourcing and intake
Add resumes from mail, portal downloads, referrals and walk-ins, catch duplicates on phone or mail, and tag each one to a mandate.
Learn moreScreening and shortlists
Record screening calls, availability and expectation, rate a candidate against the mandate, and build the shortlist the client will receive.
Learn moreClient submissions
Send shortlisted profiles with a submission date, keep the client reply on each profile, and block a repeat send of the same candidate.
Learn moreInterview scheduling and feedback
Book rounds with the client panel, confirm slots with candidates, and write the verdict and the reason behind every round.
Learn moreOffers and joining
Record the offer, the joining date, documents collected and whether the candidate reported, with notice period followed through to joining.
Learn moreReplacement window and backouts
Run the replacement clock from each joining date, and log a backout, an early exit or a free replacement against the placement.
Learn morePlacement invoices and collection
Raise the fee invoice on the trigger agreed with the client, and follow part payments and outstanding dues placement by placement.
Learn moreRecruiter targets and incentive
Set each recruiter a target for submissions, interviews and closures, and work out incentive from placements using the agency’s own payout rules.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Candidates Tracking
Consultants record screening calls, availability and expectation, rate each candidate against the mandate, and assemble the shortlist the client will receive.
- Resume Management
Resumes arrive from mail, portal downloads, referrals and walk-ins, duplicates are caught on phone or mail, and each CV is tagged to a mandate.
- Interview Scheduling
Rounds are booked with the client panel, slots are confirmed with candidates, and the verdict and its reason are written for every round.
- Job Posting
Each requirement is recorded with job description, seat count, location, salary band, priority and closing date against the client who raised it.
- Invoice Management
The fee invoice is raised on the trigger agreed with the client, and part payments and outstanding dues are followed placement by placement.
- Commission and Incentives
Each recruiter has a target for submissions, interviews and closures, and incentive is worked out from placements under the agency’s own payout rules.
- Contact & Account Management
Each client company has one record holding its hiring contacts, the fee basis agreed, payment days and the replacement window.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Tools it connects to.
Each connection is scoped for your own account, one data flow at a time.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Recruitment Software Views for Owners and Recruiters
One mandate passes through several desks in an agency, and each role opens the screens for its own work.
Learn moreReports for Recruitment Agency Owners and Managers
The counts here are read off the mandates, CVs, submissions, interviews and invoices that recruiters and accounts already enter.
Learn moreRecruitment Software Links to Mail, WhatsApp and Portals
The agency system works with the mail, messaging, calendar and portal tools recruiters already keep open.
Learn moreOne system, each person sees their part.
For agency owners
See open mandates, the pipeline at every stage, closures made, invoices raised and dues outstanding across each recruiter and client.
For recruiters
Work your own mandates: CVs to source, screening calls due, submissions awaiting a client reply, interviews today and offers pending joining.
For team leads and account managers
Read the mandates for your clients, who is working each one, what has been submitted, and where client feedback has stalled.
For accounts
Read closures ready to invoice, invoices raised, part payments received, ageing dues and credits arising from replacement cases.
The numbers the owner asks for.
- Open mandates by client, recruiter and age
- Pipeline count at sourced, screened, submitted, interviewed and offered
- Closures made, offers declined and backouts before joining
- Candidate sources that end in a placement
- Invoices raised, collected and outstanding by client
- Replacement cases and free replacements given
- Recruiter targets against submissions and closures
Who this is built for.
- Permanent placement consultancies working mandates in one or two sectors
- Staffing agencies deploying contract and temporary workers at client sites
- IT and engineering recruitment firms billing a share of annual salary
- Executive search firms running a handful of senior mandates at a time
- Bulk and campus hiring recruiters filling many seats on one requisition
- Agency owners running a team of recruiters across two or three branches
When it is not the right choice.
- A lone recruiter closing two or three mandates a month manages with a spreadsheet and a mail folder.
- An HR team hiring only for its own company is better served by Employee Records and Self Service Software.
- Manpower firms whose main work is site attendance, muster rolls and wages for deployed labour need a payroll-led system instead.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS and email
- Mailbox pickup for CV attachments
- Calendar for interview slots
- Job portal CV import
- Payment links and gateways
- Accounting software export on request
Questions owners ask before a demo.
Will a recruiter know if a candidate was already sent to that client?
Yes. Submission history sits on the candidate record, so the mandate, the client and the date show before anything goes out again.
Can resumes come in from a mailbox or a job portal?
Attachments are picked up from a mailbox the agency controls and filed against a candidate. A CV downloaded from Naukri, LinkedIn or another portal is imported the same way. Posting a mandate out to a portal is not part of this. How much of the resume itself is read automatically is confirmed during scoping.
Is this an ATS or a recruitment CRM?
Both sides sit in one place. The candidate side is an applicant tracking system: resumes, screening, shortlists, submissions, interviews and offers. The client side carries mandates, fee terms, placement invoices and collection.
Does it schedule interviews with the client panel?
Yes. Rounds are booked against the panel, candidates are told over WhatsApp, SMS or mail, and each round carries its own verdict.
Is the replacement window tracked after joining?
Yes. The clock runs from the joining date on each placement, and an early exit inside that window is logged against the invoice raised.
Can a fee be billed as a share of annual salary?
Yes. The fee basis per client goes in as agreed, whether that is a share of salary, a flat amount or a monthly contract rate.
Does it cover contract staffing as well?
Partly. Deployed workers, their client sites and monthly billing can be recorded. Timesheets, muster rolls and PF or ESI returns for deployed staff are not here. A firm whose main work is that needs a payroll-led system beside this one.
Can invoices reach my accounting software?
Not built in. Invoice and collection reports are ready for your accountant. An export to your package carries its own quote once the ledgers in use are explained.
Can candidates apply through our own website?
Yes, where a career page is built for that site. The form on it feeds the candidate database, and the build appears as a separate item in the proposal.
What does it cost?
No price is published. Recruiter seats, mandate types and migration all shape the figure. You watch a working demo first, and the amount arrives in a written proposal.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Recruitment Agency Management Software with your own data.
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