For recruitment agencies and employers

From job order to invoice,
in one place

Post a job, move candidates through your pipeline, send the offer, record the placement, bill the client. It’s the same record all the way through, so nothing has to be rebuilt in a spreadsheet at the end.

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One application, two records

A candidate applies once. That creates two things: an interview booking for the employer, and a pipeline card for you. The booking is done after the interview. The pipeline card runs for weeks, and it is what your fee, invoice and guarantee all hang from.

The booking is done after the interview. The pipeline card is what your fee, invoice and guarantee hang from.

The five steps

Each step hands the next one what it needs, so you never retype the same detail twice.

01
Open a job order
Every vacancy belongs to a client and has a headcount. The same role for two clients stays in two queues, not one. Your own internal roles work the same way.
02
Work the pipeline
Five stages to start: Applied, Screening, Interview, Offer, Hired. Rename them, reorder them, add your own. Old stages are archived rather than deleted, so last year's reports still read correctly.
03
Send an offer
One person writes the offer, another approves it. A candidate can only have one live offer at a time. If they decline, you can write a new one.
04
Record the placement
When the candidate accepts, the placement is created with the salary and start date already filled in. Probation and guarantee are tracked separately — one is the employer's right to end the contract, the other is your exposure if the fee is clawed back.
05
Bill the client
Pick the placements you haven’t billed yet and raise an invoice. The fee comes from the rate you agreed with that client — months of salary, or a percentage of the first year. Tax is added to the total.

Your records stay correct

Any system looks fine in a demo. These are the things that still hold a year later, when two people click at once and whoever set it up has left.

Stage history is never overwritten

Moving a card adds a row. The board shows you where a candidate is. The history shows how they got there and how long each step took. Your funnel and time-in-stage numbers are read from that history.

You can’t bill the same placement twice

That rule lives in the database, not in the app. It holds even if two people click at the same second, and it keeps holding if someone later writes a new script against the same tables.

Invoice numbers never skip

Invoices run INV-YYYY-NNNN and credit notes CN-YYYY-NNNN. An accountant reads a missing number as a missing document, so the system doesn’t create one.

Money is stored as whole numbers

Nothing rounds twice. The total on screen matches the export and matches the invoice.

Renewing a permit keeps the old one

The previous record is marked superseded, not replaced. Months later you can still answer “was this worker covered in August?” and be sure the answer is right.

Every document view is recorded

Scans open through the app, never a public link, so each view is permission-checked and logged. The audit log stores what changed and who changed it — not the personal data itself.

Control who sees what

Fifteen permissions, given out through seven roles in your account. Four are worth spelling out.

Interviewer: Gets no permissions at all. They see the candidates assigned to them and never the candidate database. Under PIPA, that is the point of the role.
Recruiter: Moves candidates, writes offers, works the board. Can’t approve their own offer.
Hiring manager: Your client's decision maker, working inside your account. Approves offers. Sees no documents and no invoices.
Account manager: Owns the client, the agreed rates and the billing that follows.

Ready for an inspection

Nine document types: passport, visa, ARC, work permit, medical, contract, diploma, criminal record and health insurance. Expiry dates are worked out when you look at them, so nothing sits stale waiting for an overnight job. Placements link to those documents, so you see “this worker’s permit runs out soon and we are still on the hook” as one fact instead of two.

Employer-Pays fee trail

One row per placement, 21 columns. Every fee is matched to the client invoice that carried it, including the fee written as months of salary — the number brand audits actually check.

It reports worker-charged fees as recorded: zero. That word matters. It shows the system holds no fee charged to a worker, because there is no way in the data to charge one. It doesn’t prove that no cash changed hands outside the system. We would rather give an auditor the smaller claim that is true.

Evaluation evidence summary

For the periodic evaluation a licensed agency goes through: service records, fee transparency, document management and accountability, counted across your whole book. Counts only — no names, no amounts per row — because the evaluation asks how you work, not who you placed.

Both files are CSV that opens correctly in Excel on Windows, so Chinese and Vietnamese names don’t turn into garbled text.

Works in any hiring corridor

There are three parties: the employer who hires, the partner who sources, and the candidate. Nothing assumes which country each one is in, so the same system works whichever way people move.

What’s country-specific comes from where you’re licensed, not from a route we guessed: business tax, fees quoted in months of salary, residence and work permit types. We kept those specific on purpose. A compliance feature that hedges is one that fails an audit.

Try it with one real job

The quickest way to judge this is to run one vacancy through and see what the record looks like at the end.

Get started Read the full guide

Ready for an inspection

Works in any hiring corridor

There are three parties: the employer who hires, the partner who sources, and the candidate. Nothing assumes which country each one is in, so the same system works whichever way people move.

From job order to invoice, in one place

One application, two records

The five steps

Open a job order

Work the pipeline

Send an offer

Record the placement

Bill the client

Your records stay correct

Stage history is never overwritten

You can’t bill the same placement twice

Invoice numbers never skip

Money is stored as whole numbers

Renewing a permit keeps the old one

Every document view is recorded

Control who sees what

Ready for an inspection

Employer-Pays fee trail

Evaluation evidence summary

Works in any hiring corridor

Try it with one real job

From job order to invoice, in one place

One application, two records

The five steps

Open a job order

Work the pipeline

Send an offer

Record the placement

Bill the client

Your records stay correct

Stage history is never overwritten

You can’t bill the same placement twice

Invoice numbers never skip

Money is stored as whole numbers

Renewing a permit keeps the old one

Every document view is recorded

Control who sees what

Ready for an inspection

Employer-Pays fee trail

Evaluation evidence summary

Works in any hiring corridor

Try it with one real job

From job order to invoice,
in one place

From job order to invoice,
in one place