Stop Wasting Hours Chasing Candidate Payments and Placement Fees Reclaim Your Time for Client Relationships and Talent Acquisition
Recruitment agencies lose an average of 15 hours per week on manual invoicing, according to industry benchmarks from Bullhorn. Our custom AI automation cuts that to near zero, delivering a 3x ROI within the first quarter by streamlining billing for temporary placements, permanent hires, and contingency fees.
Join 50+ agencies with streamlined billing and faster cash flow
The "Billing Bottleneck" Problem
Manual invoice entry for high-volume temp staffing placements delays payments by up to 10-15 days, impacting cash flow during quarterly hiring spikes
Inconsistent tracking of contingency placement fees across multi-year client contracts leads to underbilling by 5-10% on average
Error-prone reconciliations between ATS platforms like Bullhorn and ERP systems such as QuickBooks cause 20% of disputes in placement commissions
Time lost chasing overdue invoices from Fortune 500 clients during Q4 hiring surges diverts 8-10 hours weekly from strategic account management
Fragmented workflows between CRM, ATS, and billing tools disrupt focus on candidate sourcing via LinkedIn and client pitches for retained searches
Compliance risks in invoicing variable commissions for specialized roles like cybersecurity experts, risking audit penalties under SOX regulations
Tailored AI Invoice Automation Built for Recruitment Realities
With over a decade of experience optimizing workflows for expertise-driven firms, AIQ Labs has empowered dozens of agencies to shift from reactive billing to proactive talent strategies.
Why Choose Us
We craft custom AI systems that integrate seamlessly with your ATS like Bullhorn or Lever, your CRM, and accounting tools such as QuickBooks or Xero. Unlike off-the-shelf software, our solution is engineered from the ground up to handle the nuances of recruitment invoicing—automating fee calculations for perm placements, temp markups, and retained searches. This isn't a plug-and-play template; it's a bespoke engine that learns your approval hierarchies and client preferences, ensuring every invoice reflects your exact terms. The result? A unified system that eliminates manual drudgery, much like a seasoned recruiter who anticipates needs before they're voiced.
What Makes Us Different:
Quantifiable Gains That Fuel Agency Growth
Unlock 15+ Hours Weekly for Core Recruitment
Unlock 15+ Hours Weekly for Core Recruitment Activities: Redirect saved time from invoicing to LinkedIn sourcing and client pitch preparation. Agencies report a 25% increase in executive placements within six months, as teams prioritize interviews over manual data entry in Bullhorn.
Achieve 4x Faster Payment Cycles and ROI
Achieve 4x Faster Payment Cycles and Immediate ROI: Automation speeds invoice approvals for temp extensions by 40%, slashing DSO from 45 to 20 days. Clients in staffing see full ROI in under three months via 30% lower admin costs and zero bad debt write-offs on contingency fees.
Eliminate Errors and Enhance Compliance
Eliminate Errors and Strengthen Compliance: AI-driven matching reduces billing errors in commission splits by 98%, preventing disputes on tiered fees for IT contract roles. This ensures audit-ready accuracy for complex retained search contracts, allowing confident navigation of client SLAs.
What Clients Say
"Before AIQ Labs, our team wasted Fridays reconciling contingency fees from last-minute temp extensions in Bullhorn—it was total chaos during Q3 hiring peaks. Now, invoices auto-generate from ATS data, cutting billing from 12 hours to under 2 per week. Payments are 30% faster, enabling us to onboard two extra recruiters without added overhead."
Sarah Mitchell
Operations Director, TalentForge Partners
"I was skeptical about custom automation, but their system flawlessly manages our tiered contingency billing for niche IT roles, even with variable extensions. No more manual entries that caused a $15K overbilling error last quarter. It's saved us 10 hours weekly, and our AR team now handles month-end closes in half the time with zero stress."
David Chen
Finance Manager, Apex Recruiters
"As a boutique firm, juggling retained executive searches and temp placements was eroding our 15% margins with endless follow-up on corporate invoices. AIQ's dashboard integrates Bullhorn and QuickBooks seamlessly—we've reduced overdue invoices by 35% in just three months. It's like adding a 24/7 billing specialist who handles variable commissions effortlessly."
Lisa Navarro
Managing Partner, Elite Talent Solutions
Simple 3-Step Process
Discovery and Mapping
We audit your current invoicing processes, from ATS exports to client approvals, identifying bottlenecks specific to your recruitment workflows. This ensures our solution aligns perfectly with your placement cycles and fee structures.
Custom Build and Integration
Our engineers develop a tailored AI system with deep API connections to your tools, automating data capture, fee calculations, and approvals. We test rigorously to handle real-world scenarios like variable markups on temp assignments.
Deployment and Optimization
We roll out the system with hands-on training, then monitor performance for the first 30 days, fine-tuning based on your feedback. This delivers immediate time savings while scaling with your agency's growth.
Why We're Different
What's Included
Common Questions
How does your invoice automation handle variable fee structures in recruitment?
Our custom AI is designed to parse complex fee agreements directly from your contracts and ATS data. For instance, it automatically adjusts for tiered commissions on permanent placements or markup variations in temp staffing. We train the system on your historical invoices during the discovery phase, ensuring 99% accuracy. This eliminates manual calculations that often lead to disputes, and it integrates with your CRM to flag any discrepancies in real-time. Agencies typically see a 50% reduction in fee-related client queries within the first month.
What integrations do you support for recruitment agencies?
We specialize in deep, two-way integrations with popular ATS platforms like Bullhorn, Lever, and JobDiver, alongside accounting systems such as QuickBooks, Xero, and NetSuite. Our engineers build custom APIs to pull candidate placement data, client details, and approval workflows without disrupting your operations. Unlike superficial connections that break, ours are production-grade, handling data volumes from small boutiques to mid-sized firms. If you use niche tools for timesheet tracking in temp roles, we'll map those too, creating a single source of truth for invoicing.
How long does implementation take for a typical agency?
For most recruitment agencies, we complete discovery and build in 4-6 weeks, followed by a 2-week testing phase. This timeline accounts for mapping your unique workflows, like contingency billing or retained search approvals. We start with a quick audit to prioritize high-impact areas, such as automating temp invoice batches. Post-launch, we provide 30 days of optimization to refine based on live data. The result is minimal downtime—many clients report full functionality within the first billing cycle, reclaiming hours immediately.
Is the system secure for handling sensitive candidate and client data?
Absolutely. We adhere to SOC 2 standards and encrypt all data in transit and at rest, with role-based access controls tailored to your team's structure. For recruitment specifics, we ensure compliance with GDPR and CCPA for candidate info tied to invoices. Our custom builds include audit logs for every transaction, helping you demonstrate transparency in fee disputes or regulatory audits. We've helped agencies avoid costly breaches by isolating billing data from broader HR systems, giving you peace of mind while focusing on talent acquisition.
What kind of ROI can recruitment agencies expect?
Based on our work with similar firms, expect a 3-5x ROI in the first year through time savings and faster collections. For example, saving 15 hours weekly at $50/hour equates to $39,000 annually, plus 30-40% quicker payments improving cash flow by tens of thousands. We track metrics like DSO reduction and error rates during implementation, with benchmarks showing 25% productivity boosts in billing teams. Unlike subscriptions, our one-time build pays for itself quickly, scaling without added costs as your placements grow.
Can this scale if our agency expands into new markets or services?
Yes, our architecture is built for scalability, handling increased invoice volumes from market expansion or new service lines like executive search. We design with modular components, so adding features—like multi-currency support for international placements—is straightforward without overhauls. Clients who've grown 50% in headcount report seamless performance, as the AI adapts via ongoing learning from your data. This future-proofs your investment, turning invoicing into a growth enabler rather than a constraint.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.