Recruiting CRM That Fills Roles and Collects Fees Faster
Stop losing placements to slow follow-up and scattered candidate tracking. Smarfle keeps your pipeline visible, your submissions timely, and your invoices paid.
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87
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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
Recruiting CRM That Treats Candidates and Clients as One Marketplace
Recruiting is a two-sided business: you have to source candidates AND sell to client companies. Generic sales CRMs only model one side, typically the client. A real CRM for recruiting agencies tracks both sides as full records, links candidates to roles, manages submission pipelines per requirement, and calculates placement fees on the agreed structure (contingent, retained, hourly). Smarfle's CRM recruiting software treats candidates and clients as equal-citizen records, so the recruiter can pivot from sourcing to selling to placing without switching tools.
A CRM for recruitment agencies that respects the two-sided nature of the business, candidates and clients as equal records, requirements as their own pipeline, is what separates a 2-recruiter shop from a 20-recruiter firm.
Candidate + client as parallel pipelines
Sourcing pipeline (candidates) and BD pipeline (client requirements) run side-by-side. Recruiter sees both at once, matches them, runs the submission flow without exporting to a spreadsheet.
Submission tracking per requirement
Each open req gets its own pipeline: submitted, interviewed, offered, placed, rejected. Smarfle tracks the stage of every candidate against every req so the daily standup answers itself.
Placement fee math
Contingent 20% of first-year salary, retained 33% in three installments, hourly contract markup. Smarfle calculates the fee from your agreement template, no spreadsheet errors, no missed invoices.
Replacement guarantee window tracking
Most placements have a 60-90 day guarantee. Smarfle reminds you when the window expires so you stop worrying about clawbacks and start counting the fee as truly earned.
Where recruiting businesses lose time and money
The day-to-day friction every recruiting owner recognizes.
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.
Built for recruiting businesses
Not a generic CRM. Every feature is tailored to how recruiting companies actually work.
Job Order and Candidate Pipeline Management
Create job orders with requirements, assigned recruiters, and candidate submissions. Track every candidate through sourcing, screening, submission, interview, and placement stages.
Placement Fee Invoicing
Generate invoices on placement start dates with fee calculations tied to the job order. Invoices go out the day a candidate starts so your cash flow stays healthy.
Client Portal for Job Status and Submissions
Clients log in to see candidate submissions, interview schedules, and placement status. They stay informed without constant email updates from your team.
Recruiter Assignment and Activity Tracking
Assign recruiters to job orders and track sourcing activity, submissions, and placements per person. See who is productive and who needs pipeline support.
Placement and Revenue Reporting
Track placements, fees, and fill rates by client, recruiter, and job type. Identify your most valuable client relationships and most productive recruiters.
Specialized recruiting solutions
The workflows every recruiting business lives or dies by, each with a dedicated guide.
Recruiting Scheduling Software
Book recurring visits, one-off jobs, and appointments on a shared calendar that the office and field both see.
Learn moreRecruiting Billing Software
Recurring service plans on auto-pilot. Save customer cards, auto-charge monthly maintenance, stop chasing payments.
Learn moreRecruiting Invoicing Software
One-click invoicing from completed recruiting jobs. Stripe payment links, aging report, and overdue reminders built in.
Learn moreIs Smarfle the right fit for your recruiting business?
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Candidate Pipeline That Moves at the Speed of Talent
Every candidate is tracked from sourcing through placement with visible status at each stage. Recruiters see their full pipeline, account managers see submission status per client, and no candidate sits in limbo because someone forgot to follow up.
Everything your recruiting business needs
Three ways Smarfle transforms how you operate, get paid, and grow.
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.
How a placement flows through Smarfle
From open req to placed candidate — every search tracked.
- 1
Open req from client
Web form or AI receptionist for new search inquiries. Each becomes a client record with role, comp range, and timeline.
- 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.
Stop losing recruiting reqs when you're on candidate calls
You're sourcing, interviewing, calling candidates all day. New-client req calls go to voicemail. By the time you call back, they engaged the next recruiter.
How AI Receptionist works- Urgent open-req calls for hard-to-fill roles
- Candidate calls from passive prospects
- Confidential search inquiries needing fast NDA
- Existing-client calls about new openings
- AI captures role, comp, and timeline before booking the intake
Always on. Never misses an after-hours recruiting call.
Plans that grow with your recruiting business
All plans include a 7-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 100 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Activity log, tags, custom fields
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 3 users (1 owner + 2 techs)
- Up to 200 clients
- 1 GB storage
- Everything in Solo
- Voice AI receptionist (usage-based)
- GMB rank tracking
- Search Console integration
- API access + webhooks
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 500 clients
- 3 branch locations
- 5 GB storage
- Everything in Starter
- AI email & SMS drafts
- AI work order summaries
- GBP Posts + Dashboard
- Workflows automation
- Website builder + AI content
Business
Multi-location operations
- Up to 30 users
- Up to 1,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Priority support
- Higher AI credit limits
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
Recruiting CRM questions
Related industries
Other trades using Smarfle to run their book of business.
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