AI recruiting software for agencies that want more placements per desk
RecruitingBot is AI recruiting software for agencies. It runs each client role from intake to a ranked shortlist, keeps every client in its own workspace, sends outreach from your recruiters' mailboxes and delivers branded shortlists your clients can approve in one click.
- GDPR built in
- Human approves every shortlist
- No hiring fees
| Client | Roles | Shortlists |
|---|---|---|
| Northwind Logistics | 6 | 3 |
| Bluepeak Health | 4 | 2 |
| Fintrack | 9 | 5 |
| Orbit Retail | 3 | 1 |
Fictional client names. Each client sees only its own roles.
Why agency economics reward a bigger desk
A contingency agency earns nothing until a candidate starts, and fees commonly run 15 to 25 percent of first year salary. That makes every search a bet with a long tail of unpaid work: intake calls, sourcing, reading profiles, chasing silent candidates, briefing the client again when the market pushes back. The fee is large, but it only lands on the searches you actually fill, so the number of searches a recruiter can work properly is the lever that decides revenue.
Most desks hit a ceiling well before the client runs out of roles. A recruiter doing every step by hand can only keep a dozen or so live searches warm before replies go stale and shortlists slip. RecruitingBot moves the repetitive middle of each search (sourcing, first pass scoring, outreach, reply sorting, screening questions, scheduling) onto software, so the recruiter spends time where the fee is really earned, which is judgment, client relationships and closing.
- 01 Fee example. A 120,000 USD engineering role at a 20 percent fee pays 24,000 USD on placement, and nothing before it.
- 02 Hidden cost. The searches that never fill still consume sourcing hours, outreach volume and client calls.
- 03 Lever. More searches worked to a real shortlist per recruiter means more chances at the fee without hiring another desk.
One workspace per client, nothing mixed up
Agencies juggle clients who must never see each other. In RecruitingBot each client gets its own workspace inside your agency account, with its own roles, rubrics, candidate notes, branding and shortlist links. A recruiter switches between clients from one menu, and the pipeline board, inbox and usage meters follow the client in view. Growth includes 3 client workspaces and Agency includes unlimited workspaces, which is the setting most multi client firms need.
Candidates stay under your agency, which is the controller for that data, while each client only sees the shortlist you share with them. The global suppression list sits at agency level, so a person who opted out while you worked a fintech search is not emailed again for a logistics client next month. That protects your reputation in a niche where candidates talk to each other and remember who spammed them.
| Client | Roles | Shortlists |
|---|---|---|
| Northwind Logistics | 6 | 3 |
| Bluepeak Health | 4 | 2 |
| Fintrack | 9 | 5 |
| Orbit Retail | 3 | 1 |
Fictional client names. Each client sees only its own roles.
Branded and white label shortlists your clients approve
The shortlist is the moment a client judges your agency, so it should look like your work. On Growth the shareable shortlist carries your agency branding. On Agency it is fully white label, with your name, colors and logo and no mention of the software behind it. Each card shows the candidate's score per rubric criterion, the evidence behind that score, skills test results and any screening answers, so the hiring manager reads a reasoned case instead of a pile of CVs.
Clients approve or reject each candidate directly from the link, and those decisions flow back to your pipeline board with a timestamp. No candidate is rejected or advanced by the software alone, because a human approves every shortlist. That keeps decisions with people, which matters for Article 22 of the GDPR and matters even more for clients who ask how their candidates were chosen.
Seats, mailboxes and sending that scale with the desk
Outreach is where agencies quietly burn their domains. RecruitingBot sends every sequence from a mailbox you connect (Gmail, Outlook or Microsoft 365), with a daily cap per mailbox and a sending window of 8:00 to 20:00 in the recipient's local time. Agency includes 10 connected mailboxes and 15 seats, so each recruiter can send under their own name, or you can spread volume across several sender addresses to stay well inside safe daily limits.
Replies land in one shared inbox, already sorted into interested, not now, not interested and question. The AI answers routine questions using only the facts you entered for the role, such as salary band, location or remote policy, and a recruiter can take over any thread at any moment. Every message carries an Article 14 notice and a one click opt out, which keeps the outreach compliant without anyone remembering to paste a footer. For the legal mechanics, see GDPR compliant candidate sourcing.
What the Agency plan adds for growing firms
Once an agency passes a handful of recruiters, the questions change from features to control. Who can see which client, who exported what, and can the firm sign in with the identity provider it already uses. The Agency plan answers those with SSO through SAML, role based permissions, an audit log of sensitive actions, a DPA you download inside the account, and an annual invoice for finance. Import covers CSV, ATS and an API, so you can pull existing candidates from Greenhouse, Lever or Workable instead of starting cold.
The price is flat. Agency costs 999 USD a month, or 499 USD a month billed yearly (5,988 USD a year), with no hiring fees and no per seat add ons. That is a fixed line in your P and L rather than a cost that grows with every placement. Full limits for all three plans sit on the AI recruiter pricing page.
| Agency need | Growth | Agency |
|---|---|---|
| Active roles at once | 8 | 20 |
| Client workspaces | 3 | Unlimited |
| Seats | 5 | 15 |
| Connected mailboxes | 3 | 10 |
| Shortlists | Branded | White label |
| Access control | Roles | SSO (SAML), roles, audit log |
| Import | CSV and ATS | CSV, ATS and API |
| Billing documents | Invoice PDF | DPA download and annual invoice |
How 3 recruiters can run 30 client roles
Here is an illustrative example, not a measured result. A boutique tech agency has 3 recruiters and 30 open client roles across 9 clients. On the Agency plan, 20 roles run actively at once while the other 10 sit in intake with job posts and rubrics already approved by the client. As an active role reaches shortlist and moves to client interviews, the recruiter closes it out and launches the next one from the queue, because active roles count at once rather than per month.
Assume each role sees about 300 candidates analyzed and about 50 people contacted over a three step sequence. Thirty roles in a month then use roughly 9,000 of the 12,000 analyses, 1,500 of the 2,000 contact reveals and about 4,500 of the 5,000 outreach emails. Roles fed by the client's own database or by inbound applicants from the hosted apply page need fewer reveals, which leaves headroom. Your actual numbers depend on the market, the seniority and how tight the rubric is.
- Monday. Each recruiter runs intake calls for new roles and edits the generated rubric with the client.
- Daily. Recruiters review the reply inbox for 30 to 45 minutes and take over any candidate who needs a real conversation.
- Midweek. Screening answers and skills test results arrive, and the recruiter calls the strongest few before they reach the client.
- Friday. Recruiters approve shortlists and send white label links, and clients book interviews straight into the hiring manager's calendar.
What stays with your recruiters
Software does not win retained searches, negotiate fee terms or talk a candidate through a counteroffer. RecruitingBot handles the work that scales badly by hand and leaves the recruiter with the work that scales badly by software. Your people still own the client relationship, the intake nuance that never makes it into a job spec, the reference calls and the close. The system gives them a cleaner pipeline to do that from.
If you want to see how each pipeline step works in detail before you commit, the recruitment automation page walks through the mechanics. When you are ready, create an account, pick the Agency plan and launch your first client role. Payments are final, and you can cancel any time in the billing portal to stop the next renewal.
Questions buyers ask
Anything else goes to [email protected] or the help panel inside your dashboard.
Can my clients see which software built their shortlist?
On the Agency plan shortlists are white label, so clients see your agency name, logo and colors and no reference to RecruitingBot. On Growth the shortlist carries your agency branding too. Either way the client sees scores, evidence and test results, and approves or rejects each candidate from the link.
Do you take a cut of our placement fees?
No. RecruitingBot never charges hiring or placement fees. You pay a flat subscription per month or per year, and every fee you earn from a client stays with your agency. There are no per seat add ons either, so adding a recruiter within your plan's seat count costs nothing extra.
How do client workspaces handle candidate data?
Each client workspace keeps its own roles, rubrics, notes and branding, while candidates belong to your agency account. Your agency is the controller and RecruitingBot acts as processor. The suppression list applies across all clients, so someone who opted out is never contacted again for another client.
What happens when we hit the 20 active roles limit?
Active roles is a limit at once, so closing or pausing a finished role makes room for the next. Roles can wait in intake with rubrics prepared until a slot opens. Monthly limits such as analyses and emails count consumption, so deleting a role does not return quota.
Can we import candidates we already have?
Yes. Agency imports from CSV, from Greenhouse, Lever or Workable, and through an API. Existing candidates are scored against each new rubric, which is often the fastest route to a shortlist because those people already know your agency and reply more readily.
Does every recruiter need their own mailbox?
It works best that way, because candidates reply to a named person. Agency allows 10 connected mailboxes and Growth allows 3. Each mailbox has its own daily cap and the sending window follows the recipient's local time, which protects your domains from looking like bulk senders.
Keep reading
Give it a role and see the shortlist it builds
Type a job title on the homepage. The demo runs instantly without an account and shows an example pipeline, job post and shortlist for that role.