Recruitment Automation as a Service
For Bullhorn and Invenias. A dedicated team designs, builds and manages the automations your back office runs on, from compliance checks to pay and bill, with every result written back to your CRM.
The problem
More placements, more contractors and more clients bring more compliance, more onboarding and more data entry. When every step is manual, cost rises with revenue and margin stays flat.
Every manual step is time not spent with clients or candidates.
Missed compliance steps, wrong data in the CRM, delayed placements and rework.
Manual work varies by person and by day. An automation runs the same way every time, at any volume.
What you get
Automation as a Service is a fully managed service for recruitment and executive search firms. You tell us the result you want, and your people spend their time on clients and candidates, not admin.
One automation is one complete business result: the data, integrations, apps and workflows it needs, end to end.
We assemble proven, reusable building blocks rather than writing every line, so solutions arrive sooner and cost less than bespoke engineering or single-purpose software.
Automation engineers, integration specialists and data specialists come with your subscription. We monitor and support everything we build.
From the catalogue
Every one can be adapted to your rules, your CRM and the systems around it.
How it works
Pick from the catalogue or bring your own requirements. Every item is scoped and estimated before we build anything.
You approve what goes into each sprint. We draw on the library where we can and build bespoke where we need to. Nothing goes live without your sign-off.
Once live, we monitor, maintain, support and improve it, and advise on where automation can help next.
What starts an automation
A CRM event
A record created or changed in Bullhorn or Invenias.
A schedule
Runs hourly, nightly or at month end.
A webhook
Another system calling in with an update.
A user action
A button or menu item in Bullhorn.
Automation and Connect
Most processes run best as managed automation. Where the answer is an app your team uses, or AI working on your data, we build it on Connect instead. Same team, one roadmap.
Compliance, onboarding, pay and bill, data quality and reporting, across your CRM and the systems around it.
Apps, dashboards and AI tools working on live CRM data, with permissions, approvals and a full audit log.
Built from proven blocks
Toca provides the platform. We add the connectors, components and products built for recruitment, extended where needed with the Toca Development Kit and our own Exenai Library.
A low-code activity designer and a BPMN workflow designer that connect systems, transform data and run each step in order.
Exenai addsRecruitment processes started by a CRM event, a schedule, a webhook or a user action.
Pre-built connectors for Microsoft 365, Teams, Google Workspace, Slack, Twilio, HubSpot, Salesforce and more.
Exenai addsConnectors for Bullhorn and Invenias, and for the pay and bill, finance and e-signature tools around them.
Digital workers operate other systems the way a person would, deployed where they are needed and managed centrally.
Exenai addsReady-made digital workers for customer portals and VMS platforms, with results written back to your CRM.
Cleansing, transformation and storage as data moves between systems, with analytics built in.
Exenai addsRecruitment data rules for normalisation, deduplication and category coding.
Public or private models used as a step inside a process, chosen for the job rather than bolted on.
Exenai addsSummaries of notes, transcripts and activity, using the models your firm has approved.
A drag and drop designer for responsive, data-driven apps, from simple forms to complex logic.
Exenai addsCards, tabs and menu actions embedded in Bullhorn, plus portals for candidates, clients and internal teams.
Platform and trust
Everything we deliver runs on Toca, a low-code automation platform used for critical processes in sectors such as healthcare and legal. As an official Toca partner, licensing and hosting are part of the service, so there is no separate procurement and no extra vendor to manage.
Exenai is an official Toca partner. Licensing and hosting are included in every engagement.
FAQ
Complete business processes, designed, built and run for you.
You tell us the processes that cost your team time. We scope them, then build and test them in your own environment, limited to test records until you sign them off, so your data never leaves your account. Once live, we run them for you with monitoring, maintenance and support included.
No. Building them is our job.
Your team agrees the roadmap with us and signs off each automation before it goes live. We design, build, test and maintain them.
The back-office work that grows with your business.
Compliance and policy checks, onboarding, document generation and e-signature, timesheets to pay and bill, purchase orders, record ownership and off-limits, data quality and reporting. The catalogue has the full library, and anything in it can be adapted to your rules.
Yes.
We use the library where we can and build bespoke where we need to. Every item is scoped and estimated before we build anything.
You decide what we build and in what order.
Pick from the catalogue or bring your own requirements. We scope and estimate each one, you approve what goes into each sprint, and nothing goes live without your sign-off.
It hands the case to a person.
Anything an automation can't resolve, such as a placement with a missing end date, goes to the right owner rather than being guessed at. This human in the loop step is built into every process. We monitor everything we run, and every step is logged.
A CRM event, a schedule, a webhook or a user action.
A change to a record in Bullhorn or Invenias can start one, it can run on a schedule, another system can call it by webhook, or a consultant can start it from a button in Bullhorn. Results are written back to your CRM.
Alongside it, not instead of it.
Where Bullhorn Automation handles a rule well, we use it. We build the processes that need more steps, more systems or more logic than it supports.
Any system with an API, and many without one.
Bullhorn and Invenias, plus pre-built connectors for Microsoft 365, Teams, Google Workspace, Slack, Twilio, HubSpot and Salesforce, and the pay and bill, finance and e-signature tools recruitment firms run. Where a system has an API we can connect to it. Where it doesn't, we use a digital worker.
Software that operates a system the way a person would.
Often called robotic process automation or an RPA bot. A digital worker works the screen like a person, for systems with no API such as many client portals and VMS platforms, and writes the results back to your CRM. They're managed centrally, like everything else we run.
Where it helps, as a step in a process.
For example to summarise notes and transcripts, or to read and compare documents such as terms. We use models your firm has approved, and your data is never used to train public models.
On Toca, hosted in the region that matches you.
We are an official Toca partner, and licensing and hosting are part of the service. UK and EU customers are hosted in Germany, and US customers in the United States. Your CRM stays the system of record.
The low-code platform our automations are built on.
Toca is used for critical processes in sectors such as healthcare and legal. We're an official Toca partner, so licensing and hosting are part of our service and there's no separate procurement or extra vendor to manage. We add the connectors and components built for recruitment.
Your own Toca account, in the region that matches your system of record.
We choose the data centre by the location of your CRM, in the EU or the US, and give you a dedicated Toca account. All your projects sit in that one workspace, where we build the activities, workflows, data tables, schedules, automations and apps that deliver your outcomes.
Our team, and Toca's technical team where needed. That's all.
Our team builds and runs your automations, and Toca supports the platform underneath. Customers don't log in to Toca themselves. Access uses named accounts with multi-factor authentication, is limited to what the task needs, and is logged.
Where it's useful, and agreed with you.
Many automations keep a change log of what they did, with the before and after values, so you can see every change and roll it back if you need to. What's kept depends on the automation, and we agree it with you for each project. Your CRM stays the system of record.
Toca is certified to ISO 27001 and Cyber Essentials Plus.
Automation is built on Toca, which holds ISO 27001 and Cyber Essentials Plus. UK and EU customers are hosted in Hetzner's German data centres, which are certified to ISO 27001. Our Data Processing Addendum, sub-processor list and technical and organisational measures are published on our Legals page.
A monthly subscription, plus engineering time for what we build.
The subscription is set by how many automations we run for you and the size of your business, and covers hosting, Toca licensing, monitoring and support. Engineering time to build automations is charged at a day rate, either pre-purchased at a discount or invoiced in arrears for what you use. We'll put a price to you once we understand your roadmap.
A team, not a ticket queue.
Automation engineers, integration and data specialists come with your subscription. Support runs from 09:00 to 18:00 UK time on working days, by support portal and email, and by phone for critical issues, which have a one hour response target.
Same team, one roadmap.
Most processes run best as managed automation. Where the answer is an app your team uses, or AI working on your data, we build it on Connect instead.
Our services run on a 30-day rolling contract.
Your data lives in your own CRM throughout. When you stop, you have 60 days to take anything you need, then the data held in our systems is deleted. Copies in our backups expire as the backup cycle completes.
Whether you want to automate your operations, transform your candidate experience, or both, we'd love to show you what's possible.
