Success Story
From Excel to Efficiency: How an Outsourcing Agency Optimized Body Leasing and Reporting with Recruitify
Industry:
Location:
Company size:
Challenges
As the body leasing services expanded, the complexity of projects and the number of contracts to manage increased. The team utilised a mix of Excel, PDF files, and email communication to monitor the status of specialists, contracts, and settlements.
This led to common but painful problems:
Lack of Transparency
difficulty in determining which specialists are available, at what contract stage they are, and when they complete a project.
Risk of Report Errors
manual compilations of statuses and salaries often contained inaccuracies.
Lack of Connection with Recruitment Process
recruiters did not have full insight into which contracts originated from which projects and for which clients.
Limited Scalability
the more projects there were, the more Excel spreadsheets - and less time for real client service.
"The team was growing, revenues were increasing, but visibility—wasn't. Excel was like a black box: data went in, but it was difficult to make sense of it later."
Company Partner
Why Choose Recruitify
After a series of analyses of different systems, the agency concluded that most ATS tools do not solve the key issue—contract management and collaboration with clients.
Recruitify is one of the few solutions on the market that integrates recruitment features with CRM, a contract module, and advanced reporting.
Key Factors Influencing the Decision:
“Contracts” Module Dedicated to Body Leasing | complete control over deadlines, contracts, rates, and the history of collaboration with clients. |
Central Database of Candidates and Contractors | every specialist assigned to a client, project, and contract status. |
Integration of CRM + ATS | from the first sales contact to active contracts, the entire process visible in one place. |
Advanced Reports and KPI Views | enabling analysis of contractor engagement and project profitability. |
GDPR | Full GDPR compliance and data auditability. |
Implementation
The migration from Excel and the previous CRM system took less than a month. The Recruitify team assisted in importing data on over 8,000 specialists, 300 clients, and 500 active contracts.
After a week of testing and training, users began full operations in the system, utilising the modules: Contracts, Candidates, CRM, Projects, Reports.
The system was tailored to fit the internal billing model — including the management of B2B contracts, commission agreements, and long-term leasing.
“Previously, we had data, but we lacked insight. Today, with just a few clicks, we can check which contract is ending in two weeks — and immediately begin the replacement process.”
Operations Director, outsourcing agency
Results
100% Contract Visibility | Every contractor has an assigned status, end date, and associated client |
80% Error Reduction in Reports | Data is automatically retrieved from the Contracts and CRM module |
Faster Settlements | Time and rate reporting is conducted directly within the system |
Enhanced Customer Service | Account managers have immediate insight into project statuses and specialist availability |
15% Revenue Increase | Achieved through faster candidate turnover and more efficient use of the talent pool |
Key Takeaways
Integrated Recruitment and Contract Management
From candidate acquisition to contract conclusion - all your data in one place.
Time Savings and Reduced Error Risk
Automated reports and reminders for expiring contracts.
A New Level of Control and Scalability
Your agency can grow without increasing back-office staff.
Profited
One system for recruitment, contracts, and clients
Full control over staff leasing and settlements
Faster reporting and reduced risk of errors
Improved visibility of specialist availability
Increased revenue through more efficient team performance
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