Replacing 12 spreadsheets with one unified hiring system
Mid-size staffing agency, Belgium
80%
Reduction in admin time
3×
Faster candidate placements
€120k
Annual cost savings
The Challenge
The agency managed 200+ active candidates across 12 Excel files, with consultants duplicating data entry and losing track of placements. Reporting took 4 hours every Friday. Client communication happened via email and WhatsApp, with no audit trail.
Existing Workflow
Candidates tracked in Excel → manual email follow-ups → PDF CVs emailed to clients → status updates in WhatsApp groups → weekly manual reporting → invoicing in separate system.
The Solution
Full-stack recruitment platform with candidate pipeline, automated client matching, integrated email sequences, and a live reporting dashboard. Consultants now manage their entire workflow in one place.
Unified candidate database with custom pipeline stages per vacancy
Automated CV parsing and scoring against vacancy requirements
Client portal with live placement status and document approvals
Integrated email sequences for candidate follow-up
Real-time reporting dashboard — no more Friday afternoon reports
Exact Online integration for automated invoicing on placement
Integrations
Tech Stack
Timeline
6 weeks
Investment
€18,000 – €24,000
ROI
5× ROI in year one. The platform paid for itself within 3 months through time savings alone.
80%
Reduction in admin time
3×
Faster candidate placements
€120k
Annual cost savings
System Activity
● LiveWe went from chaos to clarity in 6 weeks. Our consultants now spend their time placing candidates, not managing spreadsheets.
Managing Director
Staffing Agency, Antwerp
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