Recruitment software from requisition to deployed-staff payroll

Two businesses under one signboard

A recruitment agency in India usually runs two businesses without naming them. The first is placement: find a candidate, the candidate joins the client, you invoice a fee. The second is staffing: you employ people yourself and deploy them to client sites as housekeeping, security, drivers or factory helpers, and invoice the client every month for their time plus your margin.

The first is a pipeline. The second is a payroll. The software that suits one does not suit the other, and many agencies are stuck with a spreadsheet that tries to be both.

A candidate database that does not become a graveyard

Resumes arrive by email, WhatsApp and job portals, and most are never seen again. A useful database detects duplicates by phone number, stores skills and expected pay as searchable fields, records consent for sharing a profile with clients, and keeps a log of every submission: which candidate went to which client, on what date, through which recruiter.

Candidate data includes identity documents and pay history, and the DPDP Act affects how it is collected and kept. We build the consent and retention controls; your lawyer sets the policy.

Money that goes unbilled

• Duplicate submissions. Two recruiters send the same candidate to one client, and the fee is disputed. A timestamped log decides it.
• Placements not invoiced. The candidate joins on the first of the month and the invoice waits for someone to remember.
• Guarantee periods. A placement leaves inside the replacement period, and nobody was watching the date.
• Short-billed deployments. Attendance sent as a photographed register is totalled by hand, and the invoice comes out lower than the days worked.

From requisition to joining

A client requisition records positions, skills, budget, location and urgency, and opens a pipeline: sourced, screened, submitted, interviewed, offered, joined. Interview slots are offered to the candidate on WhatsApp and confirmed on one calendar shared with the client contact. When the candidate joins, the system raises the invoice according to that client's fee terms and starts the guarantee clock.

The gate where deployed staff check in

For deployed staff, attendance is the product. We build an Android app that staff and supervisors use at the client's gate: a selfie and location check-in, shift patterns, overtime, leave, and approval by the site supervisor. It works offline in basements and factories and syncs when the signal returns.

Attendance then flows into two places: the salary run and the client's monthly invoice. Statutory deductions such as provident fund, ESI and professional tax are set as rates your payroll consultant confirms, because the rules change and the consultant, not the software, is responsible for getting them right. Our HR and payroll software page explains the payroll side, and enterprise mobility apps covers the field app.

What the full system costs, and the cheaper first step

A candidate and requisition tool sits in the single-module range of ₹50,000 to ₹1,50,000. A complete system covering the candidate database, requisitions, interviews, placements, deployed-staff attendance and payroll typically starts around ₹85,000 and runs 8 to 14 weeks. VS Tech Builders would build the placement side first, because it is the shorter job, and add deployed-staff attendance and payroll as the second milestone.

If you place a handful of candidates a month and deploy nobody, a ready-made CRM and a spreadsheet will serve you; our comparison of a custom CRM and Zoho CRM sets out when each fits. The custom route pays when you run payroll for deployed staff, or when many recruiters work across many clients and fee disputes have started.