Recruiting CRM software
Recruiting CRM software where speed decides the placement, keeping every role and conversation on one record and billing the fee the week it is earned.
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$72,000
TechVault Inc
Senior Software Engineer
Meridian Health
Director of Operations
Lakeshore Financial
VP of Finance
Cascade Logistics
Supply Chain Manager
Software a recruiting firm runs on
Placements are won on speed and paid on paperwork, and the paperwork is where the fee sits for weeks. Smarfle keeps every role and conversation on one record, runs candidate follow-up without you, and bills the fee the week it is earned, for one recruiter or a whole desk.
Recruiting scheduling software
Every interview needs a candidate and a hiring manager free at the same hour, and finding it is most of your day. Smarfle has the client mark their hours once and lets candidates take a slot inside them, which collapses the whole negotiation into a click.
Learn moreRecruiting billing software
Your retained search has agreed stages and still tends to invoice as one lump at the end. Smarfle holds each stage on the search so it raises when it is reached, which is the difference between a retainer and a contingency.
Learn moreRecruiting invoicing software
You send a one-line invoice for a large number and it sits, because nobody can match it to an approval. Smarfle raises it on the start date with the role and date printed on the document and a payment link attached, so accounts payable can act without a phone call.
Learn moreThe growth side, built in
Recruiting call tracking
Client briefs and candidate callbacks share one phone line. Tracking keeps both threads logged to the right record.
Reviews and Google Business Profile
Hiring managers check your reputation before handing over a search. Reviews from placed candidates and satisfied clients both count.
Website and lead follow-ups
Role-brief forms qualify searches before the first call, and placement follow-ups turn one search into a standing relationship.
CRM plans that grow with your recruiting firm
All plans include a 14-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 500 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Voice AI receptionist (usage-based)
- AI drafts + work order summaries
- GMB rank tracking + Search Console
- GBP Posts + Dashboard
- API access + webhooks
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
- 3 GB storage
- 2 branch locations
- Everything in Solo
- Website builder + AI content
- Your own domain on that website
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 5,000 clients
- 5 branch locations
- 10 GB storage
- Everything in Starter
- Manager role (up to 2)
- 50 saved email templates
Business
Multi-location operations
- Up to 30 users
- Up to 10,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Manager role (up to 5)
- Priority support
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
What an inefficient recruiting firm looks like
Recruiting rewards speed and punishes admin, and the admin is where the money is. A placement made six weeks ago that has not been invoiced is a loan to your client.
Top candidates disappear during slow processes
A strong candidate is interested today but fielding three other offers tomorrow. When your submission process takes days instead of hours, the candidate accepts elsewhere and your client blames you for the miss.
Client requirements get lost between conversations
Account managers take detailed job requirements during intake calls but the specifics live in email or notes that recruiters cannot find. Candidates get submitted who do not match, wasting everyone's time.
Placement fees go unbilled for weeks
A candidate starts their new role but the invoice does not go out until someone remembers to create it. By then the guarantee period is already running and your cash flow is delayed unnecessarily.
Every recruiting call, handled your way
Candidate calls and client calls both land on the right record automatically. After-hours behaviour is set separately, so calls outside the working day still produce something.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Spam screening is included in every mode
Turn it on and unknown callers hear one sentence and press a key before the call connects. Dialer software does not press keys, so it never reaches you. How screening works
- Your customers skip it. Known clients and callers on mobile numbers are never screened.
- You are not billed for it. Screened, silent, and blocked calls cost nothing.
- One blocklist. Block a number once and it stops calling and texting.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a placement flows through Smarfle
An open role becomes a placement and an invoice. These five steps keep candidates moving and stop the fee waiting.
- 1
Open req from client
A new search enquiry opens a client record carrying the role, the compensation range, and the timeline the client is working to.
- 2
Search engagement signed
Search agreement via e-sign, retainer or contingent terms captured, engagement becomes a work order with placement milestone.
- 3
Pipeline built + interviews coordinated
Candidate notes attached to the work order, interview scheduling via calendar, time tracking against billable hours.
- 4
Offer extended + accepted
Offer details captured in custom fields, start-date logged, placement fee triggers invoice generation.
- 5
Placement fee billed + review + replacement guarantee
Auto-invoice on start date via Stripe payment link, review request after 30-day mark, maintenance reminders for replacement-guarantee window.
Same flow for every recruiting business, only the terminology and details change.
Where Smarfle fits a recruiting firm
If you own the client relationship and the fee, this fits. Pure sourcing subcontractors will find less here.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Everything Smarfle does for a recruiting firm
Three jobs at once, which are working the pipeline, billing the placement, and winning the next search.
Job order dashboard
See every open role with client, requirements, assigned recruiter, and submission count. Filter by priority, client, or job type to focus your team's effort.
Candidate pipeline tracking
Track every candidate from sourcing through screening, submission, interview, and placement. See where candidates stand and where the pipeline has gaps.
Submission management
Submit candidates to clients with notes and recommendations. Track client feedback per submission and move candidates through stages based on responses.
Interview coordination
Schedule interviews, send confirmations, and track outcomes in the candidate record. Both clients and candidates stay informed throughout the process.
Hiring manager logins
The client signs in to see the roles you are working for them, the invoices against those roles and anything you shared across. They ask their questions there instead of adding another line to the email chain.
Recruiting CRM after the candidate says yes
Between the recruiter who worked the search and whoever raises the invoice, the fee sits still. Terms the client already signed, costs already logged against that search, and a reminder on the start date are what close the gap.
Speed wins the placement, and paperwork decides how long you wait to be paid for it.
Search terms agreed before you start
The fee structure and any retainer go out as priced lines your client accepts with an electronic signature. Money taken at the start is applied to the invoice raised on placement, and the countersigned document is what you both point at later.
What a search costs to run
Board spend, background checks and contracted sourcing attach to the search with a rate on every entry. The placement fee sits opposite them, which tells you which desks and which clients deserve more of your week.
Start dates and check ins, scheduled
Reminders attach to a date and reach you by text or by email before it arrives, so a start date and its invoice stop waiting on anyone's recall. Marking a placement complete raises a prompt for the next one, which is how a check in actually gets set.
Your applicant tracker hears it first
Placements live in one system and billing lives here, so seven kinds of change can be sent out to whatever tracker you use the moment they happen. The request carries a signature the far end checks, and if your server is unreachable the delivery keeps being retried.
Get more clients for your recruiting firm
Recruiting lead generation
One placement fee covers a great deal of business development. Smarfle finds the employers hiring in your market and sends the role with the request, so you are talking to someone with an open seat rather than working a list.
Flat pricing per accepted lead
Recruiting leads run about $40 each. You see the job and the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what kind of hire and how many roles, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
Search firm owners want these answered first
Related industries
Other trades using Smarfle to run their book of business.
Switching to Smarfle from another recruiting CRM?
Roles half filled and candidates already in process are the reason recruiters put a change of system off. We carry it for you, bringing clients and services in through a CSV we put together and inviting every recruiter in turn. Those people are based in the US.
Why businesses stay
Who you are buying from
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
Ready to run your recruiting business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
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