Deal Pipeline for Recruitment Agencies

Eleven open roles, and no way to tell which three will bill

A board that counts roles treats a leadership mandate and a junior backfill as one unit each. Vacancies quietly withdrawn stay on it. A shortlist submitted six weeks ago and never acknowledged still reads as in progress, because nothing marks the difference between a live role and a polite silence. The forecast becomes the sum of everything anyone has ever been briefed on.

The candidate side leaks at a different point: the handover. A consultant submits three profiles, an account manager chases the hiring manager, and the interview slot comes back to a third person. Each assumes another owns the next step, the candidate hears nothing for nine days, and the offer they accept belongs to somebody else.

Stages defined by events a client could confirm

Job orders move through stages that describe things that happened: brief taken, terms signed, shortlist submitted, interviewing, offer out, joined, invoiced. Candidates link to the job order they were submitted against, so one board shows four roles and the eleven people inside them rather than eleven unattached names on a separate sheet.

Each job order carries its fee basis and expected value, so the forecast weights revenue instead of counting vacancies. Ageing flags a shortlist sitting past your feedback window and a job order with no movement for a fortnight, which is how a withdrawn mandate gets closed with a reason rather than carried into next quarter's number.

More on the capability itself: Deal Pipeline. More on this industry: CRM for recruitment teams.

From brief to invoice on one board

A retail chain briefs you on four store manager roles across Pune.

1Create one job order per role with its fee basis and target joining date, while terms status sits on the client account.
2Link candidates to the job order as they are submitted, so the board shows the roles and the people in them together.
3When a candidate reaches Joined, the job order moves to Invoiced and that fee leaves the forecast and enters billed.

₹899/user/month + GST on annual billing covers everything on this page. There is no per-user minimum, no setup fee and no implementation SKU, and the Free Forever plan carries one user and 200 leads with no card.

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Questions teams ask

No, and forcing them together distorts both. A permanent placement ends at a joining date and a one-time fee calculated on CTC, so its stages run to Joined and Invoiced. Contract staffing does not end there: the deployment continues, billing repeats monthly against a rate, and the risks are attendance, replacement and contract renewal rather than a single joining day. Run them as two pipelines with their own stages and report on them separately, which also tells you which line of the business is actually paying for itself.

Ageing does the surfacing and a required loss reason does the learning. A job order with no shortlist movement or client feedback beyond your chosen window is flagged for a decision rather than left to pad the pipeline, and closing one prompts for a reason: filled internally, budget frozen, given to another agency, candidate declined. Over a quarter those reasons are the most useful report an agency owner has, because they separate the clients who brief speculatively from the clients who hire.

On the placement, as a dated milestone running from the joining date, with the guarantee terms attached to the client account. It matters because a candidate who leaves in week six is not a new requirement; it is the original job order reopening with the fee already billed. Keeping the guarantee window on the record means the board shows what is genuinely at risk, and the replacement search starts from the shortlist you already built rather than from an empty brief.

See it with your own numbers

Start free, import a list, and run the sequence above. If it does not change what your team does on Monday, nothing was spent.

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Deal Pipeline for Recruitment Agencies: Job Orders and Candidates on One Board

Eleven open roles, and no way to tell which three will bill

Stages defined by events a client could confirm

From brief to invoice on one board

Other things this team runs here

Other industries using this

Questions teams ask

Should permanent and contract staffing run on the same pipeline?

How do we stop withdrawn mandates inflating the board?

Where does the replacement guarantee sit on the board?

Do I have to buy this as a separate add-on?

What happens to the data we already have in spreadsheets?

See it with your own numbers